Find Perfect Partners in the “Event Planning” Industry
Disclaimer:
Everything below is a mix of what I observed and heard during the event. The goal isn’t to pinpoint "who exactly said what," but to share (usually) an outsider's view and overall perspective on these industries. I’m not here to act as a definitive firsthand source—readers should do their own research. I hope this inspires you to attend events, explore new industries, and hear what leaders are presenting. These notes combine my observations with thoughts on how things could run smoother and how ideas connect (IMO). I’m not an expert, you know? Just hanging out in the room with them. Enjoy!Topics Covered: Event Planning, Networking, Partnerships, Socializing, Communication, Event Logistics, Organization
Read and discover awesome tips that apply to event planning… or really any industry that can use partnerships. The main focus of this blog was the presentation given about making and mastering the art of finding partners. The presentation was filled with amazingly useful ways to keep momentum in your business and not let anything slow you down. Find great people to work with, and have limitless backup plans. Read more below!
Initial Conference Overview (Why Attend?) Since I like to plan (and love events) this seemed like a fun one to go to. It was at a new venue I’ve never been to before and on a topic I’m semi-familiar with. I figured if it was similar to the “Events Show” of last year (which was a huge show about event planning) then I’d know a little bit. And, yes!! It was. They actually ended up referring to a lot of the talents I’ve seen around the area (like there’s a famous hot air balloon guy they mentioned - can get you a balloon delivered within a few hours).
Conference Overall Ratings: Venue (3/5) - Food (2/5) - Speaker Content (4/5) - Networking Opportunity (4/5) - Likeliness to Return (5/5)
PHOTOS + Reflections
Bullet Point Notes from the Event:
Arrival + Event Hosts
It was a super friendly crowd when I arrived, like everyone was saying their names and introducing themselves more than usual. At first, I thought, hm… the “event planner” must attract more outgoing people. Later, I also learned this is a group who hosts events pretty regularly and it’s only a group of a few hundred people locally. Maybe not even 200. So, I think, also, they’re excited to see new faces and learn about new people.
At the moment, I (as I have said 100 times lately) still have no clue what exactly my job is… cause it’s a number of things right now. At the moment (just to lay it out there) I’m literally an actress, undercover journalist, investor, maybe co-business owner of something unknown atm dont wanna get into it, entrepreneur tutor… it’s like, idk what my job is right now.
My dad even asked me that on the phone the other day, he said, “if you were to summarize what you were doing in one sentence, what would it be?”… but I said, “i’ll just ask the professionals”. You know, it depends who i’m talking to. But btw - I used to have it mastered, when I only had one job/focus up until recently… it was, “ I teach kids about money.” BOOM! It was too perfect. So, clearly I know how to do it. How to “elevator pitch” effortlessly… but… I’m in transition right now. So, I prefer not to talk about myself too much with people right off the bat.
I met a guy who helped host this event. He asked who I was/how I was tied to event planning, but I admitted that I do mostly event reviewing - but also mostly things that are focused on financial literacy, though a broad reach.
I joked that I didnt’ learn enough in college so I’m here now to make up for it by learning all of the time from all sorts of events, as many as I can. Then he said their univesity offers lifelong learning programs where the president of the university travels to six cities and teaches in each of the six cities for a class workshop. Each is one night of a speech. Something like that. I said that would hopefully trigger them all to want to learn more.
It makes me think about this lifestyle I’m living right now, how all of this knowledge is a bit limitless and compounding. Though it does have limits. There are a few topics that I have no interest in learning more about. I’ve learned plenty and it’s enough. It’s good to lean into topics that are exciting and check off many boxes at once.
Lately, I’m working on my identity and intuition embracing. Sometimes that means speaking up more, randomly. So, I was at Whole Foods having lunch and these three people were talking about how they were looking for random side jobs while also working for their corporate work. One said he’s becoming a real estate agent, so that way if he gets fired, he has a backup plan. That’s so smart. His friend asked how he’s going to get clients. I interjected a bit rudely, but it was like community-style tables and they were talking so loud. I told them that I met an uber driver who was also a real estate agent, but those were his side jobs on the side from his real job. He said that usually people taking uber can afford to buy a house, at least sometimes, so it works well to talk with peopel and get new clients.
I told them this because it just seemed like something nice to share. I also told them about the guy from the thanksgiving event who really impressed me by asking for Google Reviews at his table, in exchange for free food. Cause the girl said she has no idea how to get more google reviews. I told her to go give out free things at an event and ask for google reviews in exchange. (LOL lightbulb moment… should/could I do this at some point for myself? Hahahah). So, my point, too, is that it’s really smart to plan for anything “plan for a backup if you get fired”… AND, see what you can “inception” in your life… like, that guy being an uber driver + real estate agent is so efficient.
I think what I’m doing is a little bit like that, too, which is sorta why it all ties together.. the more I go to these random events, the more I learn and understand about each industry. It’s compounding interest in and interest in education for each topic. Like, prior to getting more into attending event, I didn’t know anything about healthcare, grant writing, policy making, all this stuff.
So, I think it’s really smart and a long-term investment, to keep longterm learning… not just one night with your alumni university’s president. That was my point and that’s where my mind spun off to when he said their version of “lifelong learning” is one night in six cities with the president. I hope they step it up - or - it inspires others to keep learning… cause the more I do it, the more fun and compoundingly interesting, relatable, and useful it is… but again, with boundaries. Not just one simple night. One night isn’t “lifelong learning” - though it is six cities of fun travel for the president. That was how I interpreted it right off the bat. Like, if you’re going to “lifelong learn” - how?
He said he worked at the university as the event planner, planning literally every one of their events. I had a strong feeling when he told me this. Idk. I’d like to learn more hahah. It was, to me, like… hmmm… are you making those events as epic as possible? Or is this more “lifelong learner” style? I know its not my place to ask, but I was thinking all of this to myself…
He said he most enjoys that he works with a student and she will go on locations with him and help him decide things. I do think that would be fun, and even throughout my life, I’ve been “that girl” all the time… tagging along and learning the ropes of things.
But idk if in that setting (only one student) they feel confident to speak up too much or offer bold ideas. I wonder what the setup is like and how much student involvement they get… what the events are like. Just made me curious and, of course, a little critical - since he’s not only hosting this event but ALL of the school’s events. What a cool and interesting role… just a job that’s fun to include lots of people in. That’s what I think. Get lots of ideas—- you don’t need a big budget to have a great time.
I wasn’t entirely sure of the agenda, but I knew it went way later than I could stay… so I was hopeful the event + speech would get started soon. I actually ended up getting there on time, which beat some of the greeters to the event. I ended up greeting him (we made a joke) and I helped him figure out where to get his name tag. Guess what? He used to be the former president of this group hahaha.
Over 20 min for people to arrive and say hello. All of these events, you never know what to expect with time. Everyone was chatting SO MUCH - this is a social group. But I am still in my 90% antisocial mode.
>>> 1 minute warning (makes me realize, 5 minute warning may be smarter incase someone wants to use the restroom - but this group responded well. Hearded towards the seats.)
Speech Introduction:
First meeting since 2025. Hawaiian Theme (officially welcoming the aloha chapter of MPI, they flew in for this? Wow! Only this four hour event all the way from Hawaii!)
Not enough seating - but in a good way, and they’re working on it.
Virtual audience here. SThey had sponsors for drinks and virtual audience. Everyone virtually/IRL is encouraged to say hello to each other. . The microphone isn’t working well. The first thank you is to the venue- very thoughtful (though audio is glitching the entire time - and glitched the entire event)
This great venue is Block 41. Owner of this building purchased the Barnes building half a block away. It has a screwdriver bar and another 7000 square feet of event space. Can fit thousands and has 20 ft ceilings.
Built in 1898… (okay, yeah right! But I’m sure it’s spectacular. But I’m 100% on board the “we are living amongst the ruins of a much more advanced civilization) and that anything built before the 1900’s (maybe even 1920’s for some buildings) are a lie. They came from the previous civilization. So… I think he bought one of those historic ancient buildings and that’ll be the venue. They’re all over the p’lace, every city - just look it up if you ‘re like”what is she talking about”. It’s insane to wrap your head around, but then you realize.. duh.)
MPI Members get 10% off the rental fee.
Foods catering: 27 years in business. Creative innovative catering and have fun with food. But also absolutely wonderful buffet events, plated dinners, family style. Happy to do them all as well. Some new things on the horizon which they’re excited about: a new mini donut machine with some guava donuts with pineapple glaze.
(I think normal donuts would go over well too, that sounds so complicated hahah… and also, idk how much I want donuts at night). This reminds me of the guy who went viral though… from the indie gamers event. He said just make A + B = C and people will love it. For his it was “train” + “scary” = game that went viral (it was a game about a scary train that totally went viral). Now I’m like “donuts” + “guava/pineapple” = yum (?) that’s what they’re thinking. hahaha.
More 2026 inquiries than ever had this early in this time.
Engaging Virtual Meetings: 17 year member of this group, used to do team building and so he learned to produce virtual meetings and hybrid in-person meetings. How do you make it engaging/. The test is from hearing from the virtual people and hearing what they want. Then he switches to the host.
Sponsorship opportunites in this group. You can be a part of the quarterly online auctions, sponsorship, advertising, and hosting an event.
The group has 176 members, 150M in buying power from this chapter. (Small group!! So niche)
Plan in the northwest, Alaska, Hawaii, and all over. Usually it’s at downtown hotels, conference centers, resorts, convention centers, etc.
New members from the museum of pop culture, universities, Starbucks, AEG, resorts, production studios, recycling association, etc.
I don’t understand the point of joining some of these groups. I think you get to attend more and you get the discounts. Yes - it makes sense if you work in the industry maybe. Also it offers social things, and if you attend too many of their stuff you probably end up loving it. And maybe the fees are not too much.
One lady has been a part of this community for over 40 years!! Some for 30, lots for less.
“Elevate Your Event Game: Mastering Strategic Partnerships”
“Love to see people engaging in this group!”
Some of the most critical partnerships in the industry have been built inside this trade association, both locally and nationally.
The Challenge of Engagement
One of the challengers we all have as event producers - how do you get online audiences engaged?
She has been in event planning for three decades, hosting over 5,000 events—and she says it’s been a joy to be in this business for so many years.
She ran her own company for 25 years before it was acquired. Now, she’s working with a new organization, helping grow its brand and services.
She said she Googled stuff while driving (hello!! Take the train/bus Kelly tutor’s style - don’t text and driveeeee!!! hahaha)
Strategic Partnerships Are Everything
As ‘meeting’ professionals, we’re often times considered the general contractor at the event. I can’t build a house with a floor guy, marble girl, roofing team, interior designer.
In this world, a strategic partner helps deliver a great event.
You can’t build a house with just a flooring guy, a marble specialist, a roofing team, or an interior designer—you need strategic partners to deliver a great event,
She explained how this understanding is also generational. When she talks to young professionals about how they build their networks and teams, they often say they attend the annual conference, meet people at a hangar, put up food trucks, and connect that way.
She shared a story “We used to have a trade association of contractors who would play golf with the people responsible for permitting and issuing approvals. If they hadn’t built those relationships, no one would have been able to get their projects off the ground.”
She noted that younger generations may not fully grasp the ROI of community-building. Many don’t even like the word "networking", but the reality is that investing time in building relationships pays off. She always leaves meetings feeling energized and inspired, thinking of ways to support and grow businesses together.
Generationally, not sure the young people understand the return on investment in building community, understanding the value of “networking” - even the young generation doesn’t like the word, “networking”… but the whole idea of investing hours to come and build your network.
“ I always leave meetings feeling energized, inspired, thinking of ways to support and grow each other businesses together. If you get bogged down working in and on your business, no! Build your bench to call on when you need them.“
How many of you have at trash removal guy?
If you don’t, you shoudl get one… (I met one last weekend at an event)
How do you grow your partnerships?
R= recruiting… recruit the players on your team. What do coaches do when they want to build an amazing basketball team? They watch, take notes, and then recruit. They go watch and they recruit.
So this is the first exercise: what is the What is the most unique way you’ve met or intersected a partner.
I told the story of me and Dakota
She said she saw a florist: went right to someone and said, “wow! I love your florals, how do I get in touch with you?”
It’s not just WHO YOU KNOW: but WHO YOU KNOW that knows you’re good at something. They can amplify you in that regard.
Selecting the Right Partners
In the event business, she said, "We’re all producing Broadway plays with no dress rehearsals."
How do you pick who to work with???
You need trusted partners on hand to get things done efficiently.
Do you just google it? Do you look at endorsements? You need these people on hand to get done what you want to get done.
Linkedin can be a great place to make a connection, especially if you don’t like going and shaking hands and meeting people.
She stressed that if someone she trusts vouches for a speaker, she doesn’t need to vet them. Instead, she asks: "Who do I know that knows someone who is great?"
Limit your risk.
When recruiting new partners, you should always have your eyes and ears open.
She shared an example: While out of town, she noticed a business with incredible signage. She asked the owner, “I was out of town and I saw a guy with incredible signs. Did you get those signs done yourself, I asked the business owner. He said yes, gave his card, and we are working together. I don’t know I need a sign guy tomorrow, but when I do, I’ve got it on my bench.”
Training and Testing Your Partners
If you haven’t worked with a partner, you need to test and train them, Train them how you do business and understand the way they do business. You’ve got to give them a shot.
Show them how you do business, and take the time to understand their approach.
One example:
At a healthcare event, they served Pop-Tarts and cold brew, and people loved it. The catering group, we still get comments about.Lol - that sounds so unhealthy!! Lol so surprising example but, of course people like it. OF course it’s delicious but not too healthy hahah.
Partnerships, you need to align core values and the way you work.
Watch how others handle situations and it’s similar to you/us, they’re aligned.
Production team is so fantastic.. they’re a reliable crutch… but one time she called them, and they were available.
Your bench needs to be 3 or 4 people deep. You need a number of ballon people, you need a number of all sorts of people.
Promoting Your Partners: It’s your job to promote things and be their biggest champion.
"Be their biggest champion. Talk about them. Amplify their work. And hopefully, they’ll talk about you the same way."
Promote others in a way so that your’e a megaphone for the work that they do. Then hopefully they talk about you in teh way you talk about them.
You need a mutually beneficial relationship, it can not be one-sided. Take a moment and think about one of your favorite or most prominent partners… then, think about what you’d done for them lately. Think for a second…..
Make a list of your top 2 vendors you would not go into battle without… what have you done for them lately to thank them for the partnership, promote and drive more business, and deepen the relationship? You should know your numbers, your partners, and you should figure out who you’re driving business to and who is driving business your way?
Ask yourself:
Who are your top two vendors you wouldn’t go into battle without?
What have you done lately to thank them, promote them, or drive business their way?
Who sent you the most business this year? Who referred you? What have you done for both sides of that relationship? It can get hard to remember to talk to everyone. You have to cultivate the relationships and its hard. Partnerships are like any relationship. If you don’t put into it, you won’t get a lot out of it. You need to continually cultivate the relationship.
"Partnerships are like any relationship—if you don’t put effort into them, they won’t grow."
You should know your numbers—who’s referring you business, and who are you referring?
The Power of Asking: “How Can I Help?”
Adopt the tagline: “How can I help?”
Ask how you can help people grow their business?
Set time in your calendar to find your people. To find your team. Find and nurture your key relationships.
HOW MANY OF YOU HAVE A “GOLDEN ROLODEX”
Graphic Recorded
A xylophone player
Trash remove guy
Hot air balloon guy
Pyro person
Bagpipe player
Build a bench!! Where are your holes on your team?
Let’s all learn from each other. “If anyone needs a bagpipe player, check him out. He played at our event last night, he was awesome.“ Post and build your rolodex. Build, recruit, refer, thank, connect, cultivate.
Trends in Event Transportation
Tell me more about transportation? What’s happening in the event world?
She highlighted a pressing issue: "Right now, only 30% of the transportation fleet is allowed on the streets because there are only 30 drivers instead of 100."
Only 30% of the fleet is only allowed on the street cause we only have 30 drivers, not 100.
What does that mean as the planning partners? Book early and plan to pay.
Staying Memorable & Strengthening Relationships
Send a happy new year card with a gift card to your vendor. Share about your vendors on linkedin
She shared an old networking tip: "Look someone in the eye, shake their hand, and say their name to remember it."
Back in the day, she attended a networking class. “This is how you do a connection point at a meeting… look them in the eye, shake their hand, look at their name, got it!”
Bring value as quickly as possible into relationships. Use their name early and often (ew I hate that… I almost never like when people call me by my name too much. Feels suspicious.)
I saw online you guys did blah blah, have you ever used a hot air balloon person, it might fit your vibe idk.
Bring value and that encourages her to dig into that bigger conversation.
Instead, bring value to the conversation:
Mention something specific about their business.
Suggest connections (e.g., “I saw online that you do [X]—have you ever considered using a hot air balloon vendor?”).
Tell engaging stories about past successes.
Show pictures of how good things can look, show how great things can look.
It’ll help you feel connected and deepening the relationship
Modern Networking & Business Cards
People don’t hand out business cards like they used to. She asked: Are business cards a waste of paper now?
Instead, LinkedIn QR codes and following up with personalized messages: Hi, nice to meet you at [event]
It can be tough to know how to talk to people… well, tell them:
You’re new to the industry? Great - then the next person should talk to you and say, “okay, here is the value that added to you”
If you want to stop talking, it’s okay - don’t feel anchored to a person or a conversation. “Okay, nice to meet you but I gotta keep working the room”.
How do you make quality conversations? People don’t give out business cards anymore. It’s not cool.
Business cards don’t work? Collect business cards - they sit there forever.
Linkedin really works, with the QR code - and then with connecting with them, say something like “hi, nice to meet you at _______” then you can see the messages.
Navigating Partnership Conflicts
Good partners stand in conflict together and work through challenges.
If you don’t intend to work with someone, decide if it’s valuable to give feedback. Good partners will stand in conflict together, communicate, and figure out how to move forward. We all gotta communicate so find someone to work with and stand beside. You guys need to talk about your standards, acceptable/unacceptable, ask for grace, explain things, be transparent.
Sometimes, partnerships require compromise.
Tell partners: this is not the one to make money on… next time we’ll do ____.. for now, let’s put up with this
Learn from your partner… “I’m not a hot air ballon expert, tell me about your business lately”. - “Did you know the cost of air is up 50%?” - good to know!!
Final Takeaways: Build Your Bench!
She encouraged everyone to shout out their best partners and give genuine testimonials.
Exercise: Write a genuine and specific testimonial for a great partner.
Because at the end of the day, testimonials are more powerful than paid ads. make them genius and specific about why it stands out. Why it was a value add to you.
Event “Overall Ratings” Further Elaboration:
Venue (3/5), Food (2/5), Speaker Content (4/5), Networking (4/5), Likeliness to Return (5/5) - - -
Venue (3/5), Food (2/5), Speaker Content (4/5), Networking (4/5), Likeliness to Return (5/5) - - -
VENUE - 3/5
This place was very cool. It had great lighting, nice wood features, a good setup. It was a little bright for the time of day/evening, and there wasn’t enough seating for everyone. That was a bit of a compliment to the event, itself. Though it just felt empty in parts. The venue was very wide and shallow for the speech, so it just seemed like everyone was spread out. Maybe the speaker felt fine with it, but I think it could have maybe been set up a little differently for a more organized/space-using feel. Like a whole lot of the room wasn’t used.
FOOD - 2/5
Lately, I’m really not interested in pork or too much unhealthy food. The donuts and pork sandwiches checked both “nah” boxes, but at the same time, I was kinda hungry… so I skipped the donuts (they weren’t ready when I had to go) and I think they were meant to pair with the happy hour. Again, just don’t want donuts at night. And… I prefer healthy food!! Trying to stay young, fun, un-sick. The pork I ate a little of, but it was pretty dry. So, I didn’t eat much.
SPEAKER CONTENT - 4/5
I liked this speech and I understand why it was presented to this group. The whole point is to work together and be open minded and get way more contacts than you ever think you’d need, cause you WILL need them. I liked this advice, though I won’t take it anytime soon hahahaha. I mean, I will keep networking with people - and maybe she’s right, maybe I do hesitate to go add every person in the room - ahhh!!! It’s true. I”m so antisocial lately. Okay, maybe I make that my “March” goal. It’s February now, so I still have time… but I’ll say that I “March into Meetings” with socialism for March and try to network as much as possible just to prove a point to myself and see how it goes, okay? For Feb, I’ll prep for marching in March. Deal? Deal!! But, I would like do have heard more speeches or had that time spent for this event filled with a bit more than just only networking and one speech + the intro. Haha. But, I’m picky!! :D
NETWORKING OPPORTUNITIES - 4/5
I ran into a friend here, she works in the event planning industry and she’s really awesome. So that was fun. I was surprised with how happy I was to see her, hahah. but I think she’s really cool and ambitious and doing great things. So, it’s fun to start naturally forming friendships. They had lots of time to chat before and after the speech and everyone was so friendly as I walked in. I extremely worked to talk to no one, though, till the end, pretty much - and I even had to leave early —- but they had happy hour lasting over an hour after that speech, so I”m sure you could network even more if you’d like.
LIKELINESS TO RETURN - 5/5
Step up your food game and we’ll give it a perfect score hahaha. There were so many takeaways from this event - especially if you work in the industry. I’d love to learn more from this group and more about event hosting.
Until next time, I wish you the motivation and success to search for opportunities around your area. Search and explore: Who is out there giving talks? There are new things happening all of the time
Find relatable or interesting topics you like and check them out! Maybe even something hosted at a cool venue, if there’s no other reason to go. Let’s see what you can learn and discover not too far from home. 😊
