You're juggling various conference service vendors. How do you effectively keep them all in sync?

1 Vendor Alignment

To keep your conference vendors in sync, start by aligning their goals and expectations with the overall objectives of your event. This means conducting thorough briefings for each vendor, detailing the conference schedule, and communicating the importance of their timely and coordinated efforts. Encourage open lines of communication between vendors, as they often need to work in concert, particularly during setup and transitions between conference segments. Consider appointing a lead coordinator who can serve as a central point of contact for all vendors, addressing any concerns and ensuring that everyone is working towards the same vision.

4 Tech Integration

Leverage technology to streamline communication and coordination among vendors. Introduce them to collaboration tools or event management software that offers features like task assignments, progress tracking, and document sharing. These tools can help vendors understand their roles in relation to others and manage their responsibilities more effectively. Additionally, consider using cloud-based storage for sharing important documents such as contracts, floor plans, and schedules, so that every vendor has access to the most current information.

6 Feedback Loop

Finally, establish a feedback loop with your vendors to continuously improve coordination efforts. After each conference day or segment, take a moment to debrief with vendors to discuss what went well and where improvements can be made. Encourage honest feedback and share your own observations. This practice not only helps in fine-tuning operations for the current conference but also provides valuable insights for future events, helping you build stronger relationships with your vendors and refine your synchronization strategies over time.