While working with an all-in-one event agency is convenient and simple, event planners can greatly benefit from collaborating with outside partners to create unforgettable events. This quick guide will help you find and develop the kinds of relationships that work best for collaborative event efforts.
Step 1: Identify Your Needs
No one is perfect. Everyone has room for improvement or a new skill they can learn. Collaborating with partners who already excel in these areas is like having an express lane for your team to acquire certain skills from an expert.
Even if you have an in-house capability, look at what specialists in a particular field offer that may go beyond your resources. A company focusing solely on videography may have access to newer or better equipment, additional personnel training in the latest techniques, and more technologies to integrate with your event.
Step 2: Look Beyond the Event Industry
Don’t limit yourself to just other event providers when you’re thinking about collaborations. Sometimes, the best ideas come from entirely different creative fields.
Partnering with a sneaker shop known for its edgy style could add a cool, urban chic vibe to your event. Teaming up with a designer of outdoor home furnishings might be perfect for your next outdoor soirée.
If you come across someone or an organization whose work truly inspires you, think about how you can bring their creativity into one of your future events.
This is a technique we actively employ at VIBE. Our team regularly gets inspiration for event concepts from books, movies, places we visit and being French helps give us two different cultures to pull from.
Step 3: Research Your Prospects
Before you reach out to any potential collaborators, take a little time to do your homework.
→ Do they come highly recommended by colleagues or clients?
→ Have you seen their work in person, not just online?
It’s important to really understand who you’re partnering with before jumping in.
Make sure their values align with yours or your client’s. For example, a company that doesn’t focus on sustainability might not be the best choice for a fundraising event focused on ocean conservation.
Similarly, an artist who’s passionate about animal rights might feel uncomfortable participating in an event where meat is served.
To get the full picture, look beyond their website or marketing materials. Follow their social media accounts and check out independent online reviews. This will help you see the complete story and ensure a good fit for your collaboration.
Step 4: Invite and Explore
The best collaborations are a win-win for everyone involved. A great way to kick things off is by starting conversations without a tight deadline hanging over your heads. Take some time to chat about what each side brings to the table and explore opportunities without the stress of needing to make it work immediately.
For example, we first begin talking to partners & clients about an event at least 3 months in advance. This allows all sides to share goals, what each hopes to achieve by bringing in their creativity or input and their priorities for their individual businesses.
Let other parties ask questions about your team, too. The more open and transparent you are with each other, the smoother things will go in the future.
Also, make sure there’s room for the outside team to say if something doesn’t feel like a good fit. It’s one of the smartest moves to avoid frustration on both sides.
Keep in mind that collaboration is a little different than simply hiring a vendor. If you want to feature an outside talent in a specific way, approach it in that manner. Book them for a certain task or set of functions. For collaborations, the idea is to break new ground and be pioneers in finding something new to offer your event audiences. Be open to fresh ideas and see what happens.
