In addition to the basics of meeting space and staging or decor, successful event production is increasingly dependent upon the use of audio, visual, computer and internet technology. Very few event production businesses are capable of providing comprehensive solutions without the use of subcontractors or supplemental service providors. Engaging the right number of the right vendors appropriate to your event will insure a successful outcome. (See Top 3 Reasons You Need an Event Project Manager)
Limits: They don't do Project Management. They provide equipment and technicians, then in most cases, turn their attention to the next show.
Advantages: Convenience - They are on-site, familiar with the venue, location and capabilities/limitations of meeting spaces.
Disadvantages: In-house AV is usually on the high end of the scale for equipment rental and tech labor.
An experienced, effective PM will make them an ally and get you the best deal for your dollar.
Context, Scale, Referrals, Recommendations, Relationships
Limits: Most production companies have several staff offices and consequently high overhead. If your meeting, convention or event is relatively small, it's not worth your money or their time to engage their services.
Advantages: Specialization, Delegation, and in certain cases buying power - Choosing the right production company can simplify your life, especially if they have handled events similar t yours in the past. They have specialists on staff to handle tasks which may not be in your skill set and may be able to leverage relationships with venues and vendors to
Disadvantages: Complexity, Communication, Complacency - Once your event reaches a certain scale in terms of attendees, multiple sites or venues and partnerships or sponsors, keeping everything on track and up to date can be challenging, even for the best in the business.
Determining a communications protocol, chain of command and a single point of contact for technical matters provides clarity for you, your staff, your client and stake holders in general.
Budgetary Considerations, Context, Scale, Referrals, Recommendations, Relationships
Limits: We are after all only human. Everyone has limits, the key is knowing them and using strengths of your whole team to produce the best outcome.
Advantages: The simplest way to put this is an extra pair of eyes, ears, hands and legs to get the things you need done accomplished.
Disadvantages: Levels of experience in terms of market segment, event scale and advanced technology solutions vary widely.
An honest PM will tell you early on if he is a good fit for your show and if he isn't will find you and appropriate professional to assure the success of your event.
Budgetary Considerations, Context, Scale, Referrals, Recommendations, Relationships
Summary: Internal & External Resources
Int: Colleagues, Supervisors & Mentors, Internal Specialists
Ext: Current Vendors, Professional Networks & Associations, Blogs & Review Sites