Aug. 4, 2025
The AV Advantage Series Kickoff: Collaborate Early, Stress Less
Welcome to The Event Pro Show, your trusted resource for corporate planning done right. In this episode, host Seth Macchi, CEO of Charlotte-based event production company LEMG and president-elect of MPI Carolinas, tackles one of the most common mistakes in the planning process: waiting too long to bring AV experts to the table. Drawing from years of collaboration with planners across the country, Seth explains how early coordination with your AV partner can lead to smarter solutions, tighter budgets, and fewer surprises on show day.
This episode also kicks off a special five-part series called “The AV Advantage,” built to help you simplify your AV planning from the first idea to the final cue. Seth previews what’s ahead: bringing AV into the conversation early, making your budget work harder, writing clear RFPs that spark real comparisons, and staying calm under pressure even when plans shift.
Tune in for practical strategies, behind-the-scenes know-how, and how to build the confidence to treat AV not as an afterthought, but as a powerful part of your success. Hit subscribe and start planning smarter today!
The Event Pro Show is a production of LEMG.
LEMG is a leading event production company known for delivering exceptional experiences. From site planning and event design to technical production, staging, lighting, sound, and more—we do it all. As a second-generation company, we’re proud of our rich history and commitment to innovation. Whether it’s a corporate meeting, conference, convention, or live event, we’re the team our clients trust to execute their vision flawlessly.
https://lemg.live/
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Would you like to know the one mistake that planners make that
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sabotages AV before it even starts?
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Well, let's get into it. Welcome to the Event
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Pro show, your ultimate guide to the world of corporate events. Whether
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you're a corporate event planner, experiential, marketing pro, producer,
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00:00:18,640 --> 00:00:22,480
technician, or anyone involved in creating exceptional events, this podcast
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00:00:22,480 --> 00:00:26,270
is your go to resource for valuable insights, expert tips and and inspiring
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00:00:26,270 --> 00:00:28,430
stories from the industry's leading professionals.
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00:00:35,710 --> 00:00:39,390
Well, welcome to the Event Pro Show. My name is Seth Macchi. I'm the
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00:00:39,390 --> 00:00:43,070
CEO of lemg. We're an event production company based in
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00:00:43,070 --> 00:00:46,550
Charlotte, North Carolina. And we work with corporate event
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planners across the country to pull off high impact events that don't
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fall apart behind the curtain. And so I
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want to start today with something I've seen quite
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often. And honestly, I think it's the biggest reason
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why so many planners feel like AB is this giant
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question mark or stressor and the lead up to
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a big show. We have relationships with event planners
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all over the country. In fact, I'm the president elect of MPI
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Carolina's chapter currently. And there
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are tons of planners there that are friends. And
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in conversations you hear
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this thing that I'm going to address that comes up quite often.
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And it's not that planners don't know what they're doing. In
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fact, I would say of all the planners that
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I know that are out there working every day to put on
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events for their clients or the companies that they work, that they work for,
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all of them are super sharp people. They know what they're doing. They're
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very overworked for the most part. They're
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just busy, you know, and that's, that's a big part of being a
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planner and I realized that. But they're just
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juggling a million things, working under pressure. They've been inherited some
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habits that we'll just say it makes AV harder
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than it needs to be. So here's the deal. Most AV
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problems don't start during setup on
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site. They don't start on show day. They start weeks
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or even months earlier. And it usually comes down to this.
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Planners wait too long to loop in their AV partners
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and it might extend to other partners within your corporate events
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as well for whatever reason. But I'm
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speaking from an AV focus. So it's not because
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planners are careless because they think they need to have
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everything figured out is really what's going
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on. So, and I'll say that again, it's, it's not that
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planners don't know what they're Doing it's not that they're careless, a
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lot of times is that they feel like they have to have everything
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bundled up and all the questions answered before they
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reach out. And so I think what happens is we
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create this lag that affects everything down, down
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the line. And I get that you want to come in prepared with polished
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ideas, but the truth is the sooner that you loop in your
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AV team, the better your ideas get. And sometimes that's a
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little counterintuitive, but you get better solutions, you get
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more accurate budgets from the start, more flexibility
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and less stress. And so, and I realize some
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of the reasons why it's taking so long to loop in
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your AV partner has nothing to do with you. It's that there's a
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bottleneck in information farther up the chain
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and you're kind of beholden to that. But
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I'm kicking off a five part podcast series
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called the AV Advantage. And in it I'm
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breaking down the entire AV process for from that very
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first brainstorm all the way to lights up on the show so that we
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can improve the parts of this process
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that we can affect. So I acknowledge that some
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of the slowdown has nothing to do with you, but there are
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parts that you can work on and improve that help
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the overall process work much more
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seamlessly. So in this five part
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series that's coming up, I want to walk through a few things. So I'm going
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to walk through these things. How to build creative with your AV
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partner instead of around them. So instead of circumnavigating
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and trying to have everything figured out, bring them in. Let's work on it together.
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How time can literally save your budget.
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So we'll get into that how, how you can utilize time as a
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leverage to improve your budget numbers.
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What to include in an RFP that gets you
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actual apples to apples proposals.
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Planners, listen to me on this. We will share with you
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tips on how to outline your RFP so that when you get
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proposals back, you know that you're looking at true
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comparisons. I mean, how many times have you gotten a quote from
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vendor A versus Vendor B? You go with vendor A
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because they look cheaper, but it turns out that they
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didn't put in all of the add ons that they were going to add and
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vendor B did. It was actually a better quote. You
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just couldn't tell when you were trying to make that decision. And
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aren't we all just trying to make decisions with imperfect information? So if we can
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perfect the information that you're getting on the front end
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a Little bit better. You can make better decisions and ultimately
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affect your budget, affect the project itself. You end up working
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with partners that you feel are more honest in how
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their approach with you. The whole thing works better.
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We're going to talk about what your AV partner wishes you'd ask before
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the show. And we're going to talk about how to
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make game day execution feel calm and controlled.
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Even when things change. And you guys know they
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always change. So how we can set up to be a little
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bit more flexible on site for that game day execution.
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This matters now because we're in this season where
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expectations are sky high. Budgets are getting
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squeezed, teams are running lean, planners
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are being asked to pull off award worthy events with fewer
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resources, tighter turnarounds, less room for error. How many
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times over the last few years have we all gotten to
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the end of a show, Everybody's high fives all around
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and the client's super happy. Best show ever.
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And by the way, we want to do this next year and
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we need to do it for 10% less and for
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10% more impact. You know, it's just year over year,
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we're constantly dealing with that. So let's work on that. Let's work on how we
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can accomplish more with a little more thought
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into this. And this series is all about making that possible,
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giving you real tools, real strategy, a little behind the scenes
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look at how to make the AV part of your event smoother, smarter,
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more impactful. All of those, all of those really
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great words. We're going to try to give you some tools.
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So if you've ever said, I just wish
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AV wasn't such a wild card, then this series
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is for you. So make sure you're subscribed.
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Wherever you're listening to the Event Pro show, don't miss
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episode one that will be coming out in
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two weeks. And if you're a listener of the show, you get how we
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work. The way that the Event Pro show works is
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one week we have a wonderful guest that is
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corporate, event centric so that it's not necessarily an AV person.
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It could be a CVB person, it could be an experiential
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marketing person, it could be, it could be whatever.
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Anybody that touches corporate events, I want to introduce you to another
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great person that you would just need to know. You know, someone that's great to
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just jot down. That's someone that I'd love to connect with. And then
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the other week, every other week is a solo
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episode where I bring you more detailed information and tools, tips,
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tricks on how to work better better with your AV provider
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in your corporate events. So that's how we work. We work on kind of an
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every other week schedule, but we have an episode every week.
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Subscribe where you can next week's episode or the next solo
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episode in two weeks time. It's the first episode in this
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series and it's going to be called Design It Right Collaborating early
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for Smarter av. So we're going to talk about collaboration. I'm going to show you
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how to bring your partners in early without needing all the
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answers. So that'll be the kickoff episode of this five part series.
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I'm really excited about it. I think this will be a good one. And hey,
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if you know any other planners that have been burned by AV before or
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send this to them, help them skip the stress next time. But until
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then, thanks for listening and I'll see you next week.
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The Event Pro show is a production of LEMG video
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by Nick Barrett, audio and post production by Prince
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Thompson. You can learn more about us at LEMG
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Live.
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Would you like to know the one mistake that planners make that
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sabotages AV before it even starts?
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Well, let's get into it. Welcome to the Event
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Pro show, your ultimate guide to the world of corporate events. Whether
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you're a corporate event planner, experiential, marketing pro, producer,
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technician, or anyone involved in creating exceptional events, this podcast
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is your go to resource for valuable insights, expert tips and and inspiring
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00:00:26,270 --> 00:00:28,430
stories from the industry's leading professionals.
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Well, welcome to the Event Pro Show. My name is Seth Macchi. I'm the
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00:00:39,390 --> 00:00:43,070
CEO of lemg. We're an event production company based in
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Charlotte, North Carolina. And we work with corporate event
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planners across the country to pull off high impact events that don't
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fall apart behind the curtain. And so I
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want to start today with something I've seen quite
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often. And honestly, I think it's the biggest reason
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why so many planners feel like AB is this giant
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question mark or stressor and the lead up to
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a big show. We have relationships with event planners
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all over the country. In fact, I'm the president elect of MPI
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Carolina's chapter currently. And there
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are tons of planners there that are friends. And
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in conversations you hear
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this thing that I'm going to address that comes up quite often.
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And it's not that planners don't know what they're doing. In
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fact, I would say of all the planners that
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I know that are out there working every day to put on
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events for their clients or the companies that they work, that they work for,
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all of them are super sharp people. They know what they're doing. They're
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very overworked for the most part. They're
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just busy, you know, and that's, that's a big part of being a
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planner and I realized that. But they're just
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juggling a million things, working under pressure. They've been inherited some
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habits that we'll just say it makes AV harder
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than it needs to be. So here's the deal. Most AV
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problems don't start during setup on
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site. They don't start on show day. They start weeks
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or even months earlier. And it usually comes down to this.
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Planners wait too long to loop in their AV partners
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and it might extend to other partners within your corporate events
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as well for whatever reason. But I'm
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speaking from an AV focus. So it's not because
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planners are careless because they think they need to have
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everything figured out is really what's going
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on. So, and I'll say that again, it's, it's not that
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planners don't know what they're Doing it's not that they're careless, a
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lot of times is that they feel like they have to have everything
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bundled up and all the questions answered before they
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reach out. And so I think what happens is we
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create this lag that affects everything down, down
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the line. And I get that you want to come in prepared with polished
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ideas, but the truth is the sooner that you loop in your
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AV team, the better your ideas get. And sometimes that's a
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little counterintuitive, but you get better solutions, you get
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more accurate budgets from the start, more flexibility
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and less stress. And so, and I realize some
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of the reasons why it's taking so long to loop in
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your AV partner has nothing to do with you. It's that there's a
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bottleneck in information farther up the chain
59
00:03:45,320 --> 00:03:49,000
and you're kind of beholden to that. But
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00:03:49,640 --> 00:03:53,400
I'm kicking off a five part podcast series
61
00:03:53,640 --> 00:03:57,280
called the AV Advantage. And in it I'm
62
00:03:57,280 --> 00:04:01,090
breaking down the entire AV process for from that very
63
00:04:01,090 --> 00:04:04,810
first brainstorm all the way to lights up on the show so that we
64
00:04:04,810 --> 00:04:08,370
can improve the parts of this process
65
00:04:08,610 --> 00:04:12,330
that we can affect. So I acknowledge that some
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00:04:12,330 --> 00:04:15,970
of the slowdown has nothing to do with you, but there are
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parts that you can work on and improve that help
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00:04:19,730 --> 00:04:23,090
the overall process work much more
69
00:04:23,090 --> 00:04:26,890
seamlessly. So in this five part
70
00:04:26,890 --> 00:04:30,630
series that's coming up, I want to walk through a few things. So I'm going
71
00:04:30,630 --> 00:04:34,270
to walk through these things. How to build creative with your AV
72
00:04:34,270 --> 00:04:38,030
partner instead of around them. So instead of circumnavigating
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00:04:38,030 --> 00:04:41,390
and trying to have everything figured out, bring them in. Let's work on it together.
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00:04:42,350 --> 00:04:45,790
How time can literally save your budget.
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00:04:46,830 --> 00:04:50,150
So we'll get into that how, how you can utilize time as a
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00:04:50,150 --> 00:04:52,990
leverage to improve your budget numbers.
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What to include in an RFP that gets you
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actual apples to apples proposals.
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Planners, listen to me on this. We will share with you
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tips on how to outline your RFP so that when you get
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proposals back, you know that you're looking at true
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comparisons. I mean, how many times have you gotten a quote from
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vendor A versus Vendor B? You go with vendor A
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because they look cheaper, but it turns out that they
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didn't put in all of the add ons that they were going to add and
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vendor B did. It was actually a better quote. You
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just couldn't tell when you were trying to make that decision. And
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aren't we all just trying to make decisions with imperfect information? So if we can
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perfect the information that you're getting on the front end
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a Little bit better. You can make better decisions and ultimately
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affect your budget, affect the project itself. You end up working
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with partners that you feel are more honest in how
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their approach with you. The whole thing works better.
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We're going to talk about what your AV partner wishes you'd ask before
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the show. And we're going to talk about how to
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make game day execution feel calm and controlled.
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Even when things change. And you guys know they
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always change. So how we can set up to be a little
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bit more flexible on site for that game day execution.
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This matters now because we're in this season where
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expectations are sky high. Budgets are getting
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squeezed, teams are running lean, planners
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are being asked to pull off award worthy events with fewer
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resources, tighter turnarounds, less room for error. How many
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times over the last few years have we all gotten to
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the end of a show, Everybody's high fives all around
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and the client's super happy. Best show ever.
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And by the way, we want to do this next year and
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we need to do it for 10% less and for
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10% more impact. You know, it's just year over year,
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we're constantly dealing with that. So let's work on that. Let's work on how we
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can accomplish more with a little more thought
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into this. And this series is all about making that possible,
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giving you real tools, real strategy, a little behind the scenes
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look at how to make the AV part of your event smoother, smarter,
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more impactful. All of those, all of those really
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great words. We're going to try to give you some tools.
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So if you've ever said, I just wish
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AV wasn't such a wild card, then this series
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is for you. So make sure you're subscribed.
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Wherever you're listening to the Event Pro show, don't miss
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episode one that will be coming out in
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two weeks. And if you're a listener of the show, you get how we
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work. The way that the Event Pro show works is
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one week we have a wonderful guest that is
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corporate, event centric so that it's not necessarily an AV person.
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It could be a CVB person, it could be an experiential
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marketing person, it could be, it could be whatever.
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Anybody that touches corporate events, I want to introduce you to another
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great person that you would just need to know. You know, someone that's great to
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just jot down. That's someone that I'd love to connect with. And then
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the other week, every other week is a solo
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episode where I bring you more detailed information and tools, tips,
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tricks on how to work better better with your AV provider
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in your corporate events. So that's how we work. We work on kind of an
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every other week schedule, but we have an episode every week.
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Subscribe where you can next week's episode or the next solo
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episode in two weeks time. It's the first episode in this
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series and it's going to be called Design It Right Collaborating early
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for Smarter av. So we're going to talk about collaboration. I'm going to show you
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how to bring your partners in early without needing all the
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answers. So that'll be the kickoff episode of this five part series.
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I'm really excited about it. I think this will be a good one. And hey,
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if you know any other planners that have been burned by AV before or
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send this to them, help them skip the stress next time. But until
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then, thanks for listening and I'll see you next week.
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The Event Pro show is a production of LEMG video
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by Nick Barrett, audio and post production by Prince
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Thompson. You can learn more about us at LEMG
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Live.