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How Plannernet Sourced 70 Freelance Meeting Professionals for a Large Tradeshow

2023 | Client Success Story

Overview

A global leader in strategic meeting management had an urgent need for 70 local planners to execute the Grainger Show in Orlando, Florida. All freelance meeting professionals needed to fully align with new event safety protocols, complete a background check and NDA for Grainger, and reside within driving distance of the event venue.

In turning to Plannernet as their M&E freelance talent solution, the company was able to scale their onsite team rapidly, alleviate costs, and flexibly balance business requirements with overall program goals.

Client Challenges

The Client encountered several challenges while preparing for the tradeshow:

  • Rapidly approaching event with over 8,500 attendees
  • In-house team with limited time & resources

  • 6 major overlapping events in the same city on the same days

  • Required to verify background checks & collect NDAs for all onsite support

  • Significant worker misclassification risk if they were to contract individuals people to fill roles

2023 | Client Success Story

How a leading meeting company sourced 70 freelancers for a large tradeshow

Overview

A global leader in strategic meeting management had an urgent need for 70 local planners to execute the Grainger Show in Orlando, Florida. All freelance meeting professionals needed to fully align with new event safety protocols, complete a background check and NDA for Grainger, and reside within driving distance of the event venue.

In turning to Plannernet as their M&E freelance talent solution, the company was able to scale their onsite team rapidly, alleviate costs, and flexibly balance business requirements with overall program goals.

Client Challenges

The Client encountered several challenges while preparing for the tradeshow:

  • Rapidly approaching event with over 8,500 attendees
  • In-house team with limited time & resources

  • 6 major overlapping events in the same city on the same days

  • Required to verify background checks & collect NDAs for all onsite support

  • Significant worker misclassification risk if they were to contract individuals people to fill roles

Plannernet’s Approach

Plannernet provided a comprehensive approach that addressed the Client’s challenges:

  • Seamless technology to request, engage, & pay freelancers

  • Recruited onsite personnel from vetted local businesses on the Plannernet Network

  • Sourced freelancers with pre-existing, completed background checks for roles which required one to eliminate delays in processing

  • Collected signed NDAs from all freelancers and sent to client en masse

  • Proposed solutions to the growing T&E budget when the local pool was exhausted due to several current events

  • Facilitated SMS arrival confirmations both days of the event via a Lead Plannernet Supplier

  • Collected freelancer feedback post-program and debriefed with the Client to ensure continuous improvement

Plannernet’s Solutions

Plannernet presented pragmatic solutions that drove successful outcomes:

  • Rapidly & effectively filled all onsite roles

  • Reduced overall program costs

  • Met Client, venue & freelancer business requirements quickly

  • Mitigated Client’s IC misclassification risks

70 event freelancers sourced within

9 Days

Business Results

The implementation of Plannernet’s talent solution yielded remarkable results for the Client:

  • Last-minute needs fulfilled and Grainger hosted a successful tradeshow

  • Leveraged historically utilized freelancers for continuity

  • Used local talent, which controlled travel costs and reduced the overall budget

  • Grainger renewed with the client for another year

  • Client requested to pay 9 of the freelancers additional for providing excellent service

Business Results

The implementation of Plannernet’s talent solution yielded remarkable results for the Client:

  • Last-minute needs fulfilled and Grainger hosted a successful tradeshow

  • Leveraged historically utilized freelancers for continuity

  • Used local talent, which controlled travel costs and reduced the overall budget

  • Grainger renewed with the client for another year

  • Client requested to pay 9 of the freelancers additional for providing excellent service

Conclusion

Through Plannernet’s seamless technology, comprehensive talent network, and consultative approach, The Client overcame their talent acquisition challenges, achieved cost efficiencies, and ensured compliance in executing The Grainger Show. Plannernet’s successful partnership with the Client serves as a testament to their commitment to delivering excellent freelance M&E talent solutions.

Take the first step towards a better event talent strategy

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Rapidly Adapt to Ever-Changing Market Conditions with Contingent Labor

How a Managed Service Provider Can Mitigate the Risk of Costly Penalties When Using Freelance Meeting Professionals

How a Contingent Workforce MSP Can Combat Labor Shortage Challenges and Support Your Event Management Needs

Take the first step towards a better event talent strategy