Collaborators Planners Can’t Live Without

Input every planner needs for a successful event

To say planning an event takes a village is an understatement. Organizing a successful meeting requires a well-built, multifaceted team with expertise in every discipline. And though each collaborator is just as important as the next, it’s typically the input from finance and technology partners that can make or break the success of an event.

Here’s why.

Smart Money Moves

The first question asked before making any decision is usually, “Does this align with the meeting purpose?” The second: “Can we afford it?” 

Because no budget is limitless, money constraints rule the roost of decision-making—and financial planners can help ensure that each dollar is spent smartly. Act against the budget keeper, and you risk putting the meeting into financial jeopardy.

In addition to overall money monitoring, a finance collaborator can also share historical budget information. Let’s say a previous meeting with a similar budget and purpose spent most of the budget on catering. If guest feedback showed that attendees liked the food but also wanted more in-depth sessions, planners will know that they should allocate a bigger portion of the budget to finding the right speakers and organizing session activities.  

Let’s Talk Tech

As keeping up with technology trends is one of the top challenges meeting planners face, it’s no wonder that recommendations from tech vendors become that much more important. 

Not only will talking with technology partners align with current trends, but it can also help modernize meetings and stay ahead of the tech curve. Another reason: Not every planner is a tech wizard, either, which means partnering with collaborators who have the technology know-how can save time and money. For example, relying on several tech solutions rather than one full-service software solution, such as Marriott’s Meeting Services app, can create organizational havoc for a planning team. A tech partner can offer solutions that eliminate potential software chaos. 

For the Planner Who Does It All

Sometimes planners don’t have access to resources beyond their own capabilities—and that’s OK. In situations where planners are without a team, it’s important to be proactive about doing the necessary research to ensure that their skills can accommodate their meeting purpose. 

When it comes to event budgets, skip the spreadsheets, which promote human error, and try budgeting software instead. In the case of technology, don’t get too complicated: Work with social media and other platforms that you know, rather than instituting a new system or platform. That way should any tech issues come up during the meeting, you’ll know how to solve them immediately instead of relying on customer service representatives.