What is the best way to maximize your relationship with your Event Technology Management partner? The most important thing to do is engage your ETM partner as early as possible in your planning process. Haven’t chosen a venue yet? Why not invite your ETM partner along on your site visits? Use their knowledge and expertise to figure out which venue and which room will work best for the kind of technology you want, or need, to use. Room shape, size, and ceiling heights all play a major role in the design of a stage and what event technology (audio, video, and lighting) can be utilized.
Another great way to best use your ETM partner is to rely on them to figure out what technology is needed… after all it should be what they are experts in. By sharing with them a clear understanding of the purpose of the event, the desired audience response, and the allocated budget, they will be able to offer a practical, viable, and affordable solution. For example, perhaps the best way to light the stage is to rig a truss in the ceiling, but your budget doesn’t allow for such an expense. Your ETM partner can figure out a way to do a ground supported light system that is more affordable. However, be sure they tell you what you are losing, or what the downsides to that alternative are, so you can decide if it is worth the cost savings. That, once again, speaks to the importance of open and honest communication.
Probably the hardest “best practice” when working with your event technology management team is to trust them. There is a reason you chose to work with them, so utlize their expertise and trust that they will give you the best show you can have with the money you have to spend. They should be spending your money as if it were their own… not just adding in technology because it fits the budget, but using what is necessary and what makes sense, and possible saving you some money in the end.