You coordinate a lot to pull off your events. And you do it under looming deadlines.
We know that teamwork is critical when we’re supporting a meeting planner working to pull off an event.
The reasons are easy to see. Our meeting planners work with multiple vendors and their audience to pull off complicated events on fixed dates. That’s their challenge. The big risk they face is that something may fall through the cracks causing an emergency at best, or a disaster at worst.
That’s why we’ve given meeting and conference planners a lot of thought. And why we’ve designed a planning process so you can rest easier. One that guarantees that we run in tandem and hit the finish line together, on time.
Based on two decades experience with hundreds of conference projects, we’ve developed three tools to make sure conference printing and mailing are done right and on time.
The Event Planning Worksheet: A Vital Teamwork Tool
Our Event Planning Worksheet commits to paper a detailed schedule of the projects we are working together on that lead up to your event.
Together we fill out the Worksheet at the beginning of our collaboration, entering:
1. All print and mail projects for your event
2. Specifications for each item
3. Firm proof and production deadlines, working backward from the date of your event
4. Contact numbers and addresses for you and us
Then we post everything on our Event Planner Calendar, with a copy for each of us.
This simple tool tells us exactly what we have to do, so, like runners on a relay team, we complete our projects successfully and on time. Worksheet planning takes around 15 minutes, and can be easily updated if things change.
Our Document Preparation and Proofing Guide
We provide you with our Document Preparation Guide. Developed out of years of working with meeting planners, it helps you design great documents that are quick to produce, saving time and money.
Our Digital Folder System
We recommend a Digital Directory structure to help you organize everything you have to pull together—speaker bios, PowerPoint handouts, cover and index tab layouts, postcard and poster designs, and so on. This gets your project off on the right foot.
One Stop Shopping
We’ve assembled under one roof all the communication services that meeting planners typically need, so you have one point of contact for binders and documents, mailers, direct mail service, posters and signage, collateral assembly, and point-to-point shipment of materials.
Planning and communication leads to good teamwork. And teamwork means great events and happy event planners!
For more information contact Moira Newns at 919-361-5822 ext 229 or moira@laserimagenc.com.
