Throwing an event is easy but making it truly incredible takes some higher-level skill! As expert meeting and event planners, we know that every single detail matters to pull off a successful and memorable event. From the delicious food and drink offerings to the smooth registration process, everything must be just right, but it all starts with the vendors you work with. Keep reading - we’re revealing the top five essential vendors that professional meeting and social planners use to turn their events into a smashing success!
1. Audio/Visual Vendors: The Real MVP’s
Have you ever attended an event and couldn't hear the speaker? Or have you ever missed half of the action because you couldn't see the presentation? It's common to experience these issues at events when audio and visual quality is overlooked. That's why successful event planners always work with audio/visual vendors, who make sure that all presenters can be heard clearly and that presentations are clear for all to see. Providing the right type of microphones, laptops, Wi-Fi access, and more are imperative for today’s meetings and events. With so much on your plate during the gathering, it is nice to know there is a knowledgeable a/v vendor on standby to handle any unexpected technical difficulties, and who can troubleshoot to keep the event running without a glitch!
2. Caterers: Turning Taste Buds into Fan Clubs
Food is the centerpiece of any event – who doesn’t love to eat?! No matter how great the décor, without top-notch food, the whole event may turn out a little...bland. Quality caterers will work with you to create the right menu to fit your event's theme and budget. They will ensure that the food is prepared and served at just the right time, temperature, and hit your guests’ tastebuds in exactly the right places! Additionally, they can work with you to accommodate allergies or special dietary needs for your event attendees. Imagine no more food fails -- with caterers on board, your event is going to be delicious and delightfully memorable!
3. Event Insurance Providers: Shielding You from Unwanted Plot Twists
No one likes to think about mishaps, but they can (and do) happen. Events with large crowds and lots of moving parts can present significant risks, so it's a wise step to invest in event insurance. Not to mention, most event venues now require event insurance in our post-pandemic world, as a measure of protection for the venue itself, as well as the party planners. Event insurance providers can help protect you against unexpected cancellations, accidents, and incidents on the day of the event. With the right insurance, you can focus on pulling off a successful event without feeling nervous about the unexpected, so the only thing you’ll have to worry about is having an amazing time!
4. Event Registration and Management Software: Organized Bliss at Your Fingertips
Entering registration information, managing attendee data, handling payments, and issuing tickets can be time-consuming tasks that can take away from the actual event planning. That's why successful event planners use event registration and management software to make this part of the event process to run smoothly. Event registration and management software saves time and streamlines the registration process, freeing you up to concentrate on executing the perfect event.
5. Virtual Event Platforms: Unleashing Virtual Marvels
In the ever-changing landscape of event planning, planners have had to pivot their game plan and embrace virtual events as part of the new post-pandemic norm. One of the keys to pulling off a successful virtual event is using a reputable virtual event platform. Virtual event platforms take care of everything on the tech side, such as virtual attendee management, live streaming, and coordinating virtual breakout rooms. By relying on a virtual event platform, event organizers can focus on delivering an exceptional experience for attendees while taking care of the other moving parts of the event.
As an event planner, your vendors are your best friends. Being able to rely on them will lessen your workload and take off some of the pressures that come with party or event planning. By having reputable caterers, an experienced audio/visual team, dependable insurance providers, fantastic registration and management software, and innovative virtual event platforms on your side, you can be sure that your event will be one for the ages. Remember to select each vendor based on their reputation, pricing, and fit for your event’s specific needs. Read reviews and ask the vendors for samples or photos of their work so you know you’re partnering with quality companies! At UV Marketplace, we’ve vetted our family of vendors and made it easy for you! With the right vendors and your creativity, you’ll be well on your way to planning an unforgettable event!