9 Ways Planners can Collaborate With Event Service Profs

 

Coordinate schedules, confirm site visits, manage budgets, review every layout—it’s a lot. Every detail, every choice, makes an impact.

Now, pull it all together for a flawless attendee experience.

It’s a big responsibility, but you don’t have to do it alone.

Event service professionals (ESPs) from convention centers, hotels and CVBs can help simplify the process and make it smoother.

Below are some proven strategies from my ESPA colleagues to help make it happen.

[Related: New ESPA President Dominique Bonds Shares Her Vision]

1. Schedule Planning Visits

Site and planning visits are essential tools that help ensure the success of any event or meeting.

“These visits offer a firsthand opportunity to experience the destination, evaluate venues and assess logistical details, all of which contribute to a seamless and memorable event,” said Beth Butler, director of destination services, Visit Charlotte.

In-person visits help planners envision event flow, spot personalization opportunities and tackle challenges early. They also strengthen relationships with destination managers, ensuring smooth collaboration.

“These visits elevate planning, allowing us to tailor offerings to meet our clients’ specific needs, creating exceptional attendee experiences,” Butler added.

2.  Meet Timelines for Venue Deliverables

Venue deadlines don’t complicate planning—they ensure the venue can meet your expectations and create a successful event for everyone involved.

“Timely delivery of event specs enables your event services professional to share requirements with the entire team, ensuring smooth execution,” offered Carol Gagnon, CMP, CEM, director of standardization and quality assurance, Massachusetts Convention Center Authority. “Complete specs allow the venue to handle any last-minute modifications better.”

3. Ask Questions and Communicate

No query is too small—your venue and CVB services contacts hold invaluable insights into what works best in their space or in the neighborhood. Clear, early communication helps avoid surprises and ensures smooth event execution.

“Start discussions early to align on goals, timelines and budgets,” advises Tiffany Mazer, senior manager, destination services, The Palm Beaches Florida. “Service managers can help planners with logistics, while timely reminders keep everyone on track.”

Rely on your event services professional as a city expert and local advocate. They assist with city permits and event logistics and help you manage local ordinances and road closures, ensuring a seamless experience.

“We listen to learn, not just respond,” said DeShawn Fitzpatrick, CMP, senior client services manager, Visit Houston. “We’re the meeting planner’s local partner, ready to support their unique goals and vision.” 

Effective, ongoing communication helps planners feel like the top priority, with ESPs as part of their team.

[Related: ESPA Launches 2025 Event Service Professionals of the Year Award]

4. Be Upfront About Your Budget

With their deep knowledge of their building or city as well as local partners and suppliers, event service professionals can be key collaborators in helping planners achieve their vision, especially with limited budgets and balancing expectations for a unique “WOW” experience.

Communicating budget limits fosters a productive partnership. 

“If a planner provides financial constraints early, the event services manager can propose options that maximize value while staying within budget,” recommends Joyel Oliphant, conference services manager, Biltmore.

5. Elevate the Local Experience

Kelly Criddle, destination services manager at Fredericksburg CVB (Texas), suggests collaborating with your CVB service manager to think outside the box when it comes to your destination by exploring hidden gems or new local businesses that might offer something fresh and different.  

Unconventional spaces like rooftop gardens, art galleries, museums or local hot spots can add a unique flair to your event. CVBs can offer fresh insights and new business contacts to keep attendees engaged year after year.

6. Avoid ‘Too Many Cooks in the Kitchen’

Designate a single event planning contact to streamline communication, reduce confusion and ensure all details are aligned, minimizing unauthorized charges and mixed messaging.

“Sometimes events have a different person in charge of each area of the event, which can lead to mixed messaging,” said Brynn Spivack, CMP, event manager, Tampa Convention Center. “When there is one point person from whom your venue contact can get finalized information, it will streamline the process, avoid unauthorized charges and eliminate confusion for the venue and its suppliers.”

[Related: Event Service Professionals Publish Meetings DEI Guide]

7.  Ask How Your Values can be Supported

Many venues have partnerships with local organizations eager to accept donations of items like office supplies or furniture, supporting sustainability and community. Ask your venue if there’s a donation plan in place, ensuring details are shared with show management and exhibitors. This helps align with the association’s mission and avoids waste.

Additionally, event service professionals can align groups with local CSR initiatives that resonate with their values. 

"Whether it’s sustainability, equity or charitable giving, these partnerships create meaningful impact for both the community and the organization," said Molly Self, CMP, client services manager of Arlington CVB (Texas).

8. Bring the Local Community to You

“Your destination services professional could invite a local thought leader as a keynote speaker, or use their extensive resources to infuse your meeting with local charm," The Palm Beaches Florida's Mazer said. "If you have extra space on the tradeshow floor, invite local vendors to create a curated marketplace, allowing attendees to take home a piece of the destination."

Butler suggests providing carefully curated gifts showcasing small businesses that celebrate the unique character of the destination, which also supports the local economy.

9. Make Supplier Connections

“Having trusted relationships with hotels, venues, transportation companies and other vendors ensures that organizers can quickly access reliable services that meet client needs,” Butler said. 

This results in a smoother event planning process, greater flexibility in negotiations and the ability to deliver personalized, high-quality experiences for attendees.

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