Collaborating Virtually with Vendors

All great events have at least one common factor – superior teamwork. In order to create magical guest experiences, many pieces have to fall into place, and that can only happen when a group of professionals work together with a common goal. Collaboration is key to the success of any event, but in this digital era it has taken on a virtual dimension that is revolutionizing our industry. 

  Virtual Reality and the Events Industry

The events industry was born to ultimately go virtual! We have long faced the challenges of working not only with clients, who often plan from a distance, but with each other effectively. We have an innate need not only to keep everyone on the same page, but to communicate a common big picture made up of many smaller parts, then come together for a matter of hours to make the impossible seem effortless. Virtual collaboration connects the dots that used to take extreme levels of organization, man hours and frankly, luck, to accomplish. 

  

The Benefits of Virtual Collaboration

Collaborative planning tools allow us to work together without the restrictions of geography. Apps, programs and software make it easy to maintain a database for each event, open to all who are involved, updated in real time. In-person meetings can now be held digitally, and with VR tech the experience is as valuable, if not more so, than costly on-site travel and unnecessary extra in-person meetings. Vendors can share new ideas, confirm specs, finalize pricing, and attain approvals virtually, then all of it can be uploaded, updated, signed digitally, sealed and ultimately delivered. 

  Virtual collaboration not only increases efficiency and convenience, it promotes accuracy and better end products. Instead of tracking down the information you need to confirm an event-day detail, the ability to use virtual project management software gives you everything you need at your fingertips on practically any device. 

  Inevitable Pushback

As with every introduction of new technology, there will inevitably be pushback among some towards virtual collaboration as people can be resistant to change. However, it is no longer something forecasted for the future. It’s here. There are apps, software and hardware in the marketplace, being adapted and adopted every day. Our clients expect live access that allows them to see the fruits of our mutual efforts, track our progress and both evaluate and share their opinion of our work virtually themselves. Those who don’t accept this as the reality of our industry will be left behind. 

Rather than resist, why not embrace virtual technology and find new and wonderful ways to apply it! What benefits the entire events community will ultimately benefit you. The future is now, so get onboard and start collaborating! 

With over 20 years of experience in the international events industry, Sandy Hammer is the co-founder and CMO of AllSeated, a collaborative network for planning events that offers tools including floorplans, 3D view, Guest List, RSVP, Seating, Timelines, Mobile Check-In and more. 

Comment

Guest Contributor

WeddingIQ welcomes guest posts from wedding professionals and industry experts on all topics relevant to running a wedding business. Please review our guest contributor guidelines and email us with your submissions!


Follow

How to Handle Annoying Event Guests (and Vendors) Like a Pro - Even the Nightmares

How to Handle Annoying Event Guests (and Vendors) Like a Pro - Even the Nightmares

If you've ever attended any type of networking event in our industry you've likely been inundated with tales of vendors and guests misbehaving.  Sometimes I feel like it's a competition to see who has the most outrageous story or has survived the greatest offense. If you've been in business more than a minute, you've probably experienced at least one instance when someone made your job very difficult. You may have even been genuinely surprised by their actions. After all, aren't vendors supposed to be consummate professionals, working as a team? Aren't guests supposed to be rational, thoughtful adults who want to have a safe, fun time? If you're snickering, you know what I mean and could probably write this post for me.  No matter your experience level, we all could use a little reminder of how to be diplomatic while getting the work done.  Especially during the busy season.  

Read More

Getting in the Zone: Making the Most of Your Event-Day Mindset for Maximum Success

Getting in the Zone: Making the Most of Your Event-Day Mindset for Maximum Success

Perhaps you’ve gone to school, taken classes or gotten a certification.  You may have worked as an assistant, apprenticed with someone or worked your way up through a company.  If you learned the hard way, you just launched a website, purchased the necessary tools and figured it out along the way.  Whatever method brought you to the place you are now, you gained useful knowledge regarding your particular service or product and consider yourself skilled enough to offer it to clients…for money.

There are so many schools, conferences, retreats and online courses that will teach you the specific techniques of your trade.  But what about the mental acuity that goes into running your business and preparing for those intense wedding and event days.  Let’s face it being a great chef, videographer or limo driver isn’t enough. You need to prepare hundreds of gourmet meals in record time, create stunning imagery among dozens of guests with cameras and transport loud, excited wedding parties to multiple destinations. Not to mention possessing a congenial and even pleasant attitude while performing these tasks. This is the aspect of our career that is the most taxing.  So how do you prepare for the intensity of the weekend? Here are my suggestions for getting in the zone mentally so you can handle whatever comes your way.   

Read More

Banish Busy Season Burnout With Jen's WeddingWire Education Center Post!

Banish Busy Season Burnout With Jen's WeddingWire Education Center Post!

Wedding season is officially upon us - at an industry networking event earlier this week, almost every wedding pro I spoke with said they're kicking into high gear starting this month, and the same goes for my own company.

With that in mind, I'm excited to share my WeddingWire Education Expert piece for April, "Five Business Tweaks to Make Before Busy Season Hits." I've covered the major areas of your business to examine before you get swamped with events.

Read More

Thank You, WeddingWire World!

Thank You, WeddingWire World!

We had such a fantastic experience this year at WeddingWire World 2016! WeddingIQ was re-launched less than a year ago at WeddingWire World 2015 and we're so excited to have come so far in such a short period of time. Not only were Jennifer and I both featured speakers this year but our booth in the Marketplace allowed us to share our blog's vision with attendees. We met some amazing business owners from all across the country and listened to great advice from fellow wedding vendors and celebrities in our industry. Here are a few highlights from the week. Stay tuned for a more in depth exploration our presentations coming soon!

Read More