3 Ways to simplify event complexity with the right Production Partner

Even the smallest event can involve surprising complexity: innovative technology, remote participants, not to mention on-site changes. And with each vendor or production partner, that level of complexity becomes amplified by the need to manage additional people and processes, expectations and production schedules. That’s why – especially if you have limited time and resources – partnering with a single event production provider like Encore to weave together all your creative, production and technology needs will make your (and your team’s) life exponentially easier. Here are three smart ways to leverage the power of a single event production partner.

1) Align on strategy and solutions to enhance the participant experience

The best event production partner will be with you and your team from the very beginning – getting to know your event goals, history and patterns and co-creating the event strategy with you. Encore teams work alongside you from day one, ensuring we understand why you are meeting and what you’re trying to achieve so we can make recommendations on how to bring your vision to life.

We can manage everything from the creative design/branding to sets/décor, to onsite production and technology, so you don’t have to worry about reiterating your vision to every vendor. Encore acts as that single, connected partner, bridging the gap and ensuring that all the disparate pieces of your event are united under one coordinated, well-communicated umbrella designed to help you achieve your event goals. A single provider also means no surprises: we ensure that software is up to date, presentation audio and video are in sync and your stage looks its best. This eliminates many of the barriers to enjoyment attendees experience when tech infrastructure is cobbled together between different suppliers.

Even better alignment is assured if your partner has a relationship with the host venue. As an in-venue partner at many leading hotels and convention centres, we facilitate relationships with the venue team and align them with your event strategy, desired participant experience and goals. We also have the inside track on identifying potential challenges and proposing solutions to anticipate your needs. For example, our insider knowledge and relationships with hotel service groups helps you maximise room layouts, set-ups, quick turnarounds, show flow and the timing of breaks and meals so they sync with other events happening in the venue. This also helps us troubleshoot problems that typically pop up during live events. This optimisation and alignment between all your event suppliers amplifies the cohesive nature of your event, creating a truly memorable experience for your participants as well as a relatively stress-free experience for you and your team.

Once you find an event production partner you work well with, engage them to work with you across your event portfolio. Working with Encore across multiple events allows teams to track important per-event and year-over-year metrics that demonstrate how your events contribute to achieving organisational objectives. And we can ensure quality, ease and consistency from one event to the next while creating an economy of scale across venues. Best of all, we already know how you like to work, what you’re trying to achieve and what’s worked or needs to be improved from event to event without you needing to educate us. This kind of relationship provides an excellent customer experience that translates into exceptional events and outcomes, no matter where in the world you produce them.

2) Leverage production partner expertise

A single production partner isn’t only an expert on event technology. Creative branding, presentations, exhibitions, hybrid events, mobile apps, plenary sessions or audience engagement – they comprise teams with expertise in all these areas.

The best partner will be able to explain essential, enhanced and ultimate solutions for creative, production and technological aspects of your event goals and budget parameters. With Encore’s deep venue and technical knowledge, we know what works in each room and how to show each space off to its best advantage. We also know which options might produce a similar result at a different price point, so be transparent about your budget and other constraints so we can customise recommendations for you. There’s an incredible benefit to working with a team that knows you. And who can replicate established best practices for your events, no matter where they are organised.

You want a partner whose team is up to date on the latest trends, technologies, audience engagement and customer satisfaction strategies. When interviewing potential partners, ask how their team members are educated and trained. Encore invests heavily in its people, products and technology solutions, ensuring teams are always learning and innovating. Alignment with your organisation’s brand values is another crucial factor to consider, and Encore’s focus on service excellence and customer support makes us a natural extension of your team.

3) Trust your production partner to coordinate resources and relationships

The fastest way to put time back on your calendar is to trust your event production partner to coordinate the resources and teams needed to execute your event. If they helped set the strategy and have deep knowledge of the host venue, then they only need your brand guidelines, feedback and approval to run with the other elements.

For example, you don’t have to worry about sourcing separate providers for audience engagement technology, an event app and in-room audiovisual. Encore can provide all those services, ensuring everything works together seamlessly. You can rely on us to do everything from producing walk-in motion graphics, designing lower thirds and choosing the audio stings to livestreaming the main plenary and packaging it for your online learning management system post-event.

When you engage one provider to do everything from creating an awesome stage setup, designing the branding and content, producing the show and executing it, then you are more easily taking a holistic approach to your event, where every element is completely aligned with your event goals. This enhances the customer experience for your participants, exhibitors and/or sponsors.

This relationship makes your life easier because you have a single point of contact: Encore’s project manager, who sets deadlines and deliverables and ensures all the event elements are on track. The Encore team manages the inter-team communications with the creative, production, technology and on-site teams.

Because of the variety of services, products and solutions, your partnership with Encore can scale based on your needs. A single event provider puts a strong network of resources at your disposal. This is especially important if you have a complex event. With regional networks of warehouses and venue partners, Encore can quickly scale up to provide additional resources, staff and equipment to amplify what may already be onsite.

In short, engaging with a single event partner like Encore will save you time and headaches as they coordinate the moving parts required to bring your vision to life. Having a single point of contact for all your event needs streamlines communication and simplifies the planning process. Because they’re aligned with your event goals and can help you track their achievement, Encore helps you look good and demonstrate the value of your event portfolio in ways that raise your profile within your organisation. Best of all, when you partner with one team from strategy to execution, you maximise alignment and deliver truly memorable experiences.

Partner with us at Encore to bring your vision to life and deliver events that truly inspire