“In event management and dealing with multiple vendors for each event, it can be challenging to keep them organized, make sure they are paid and coordinate all their ‘day-of’ load in info.”
Over the past 30 years the Downtown Mesa Association (DMA) has helped to grow community involvement by ramping up their event production. In the past five years they went from executing one annual event to having 60+ event days per year, which draw in more than 150,000 visitors. “We organize all sorts of events,” said Erica Snyder, Events Manager for the Downtown Mesa Association. “From small Easter egg hunts to large beer festivals.” To assist with the demands their large event portfolio they began managing events with Event Hub. “Having Event Hub to help with vendor management has saved me
a ton of time.”
“Having Event Hub to help with vendor management has saved me a ton of time.”
Like many of our customers, before joining Event Hub the DMA was managing vendors with a combination of Google docs and PayPal, which made coordinating day-of-event logistics frustrating and tedious. “In event management and dealing with multiple vendors for each event, it can be challenging to keep them organized and to coordinate all of their load in info,” Erica explained. With Event Hub, Erica and her team are able to communicate logistical info to vendors (booth numbers, load in & out times and directions, onsite contacts, etc.) individually or by group. That info is visible to vendors in their free and mobile-friendly Event Hub account, and can also be batch emailed as a reminder. The system has helped our customers eliminate the load-in confusion so common in event production.
“I don’t have to chase vendors for their payments anymore!”
Previous to Event Hub, Erica and her team wasted countless hours tracking down unpaid invoices and checking PayPal in the weeks leading up to events. “I love the feature that allows me to collect vendor credit card info within the application – I don’t have to chase vendors for their payments anymore!” Erica exclaimed. “I know the minute I get a vendor request, they’ve already put in their payment info and are ready to go.” The platform stores vendor payment info until an organizer approves the application, upon which the customer is charged and sent a receipt. Organizers receive that payment directly into their own bank account via Stripe, PayPal, or Authorize.Net.
“Having all of our events in one place has saved me from having to send multiple links to inquiring vendors.”
The platform also makes things easier for DMA vendors and sponsors to participate. “Our vendors have liked that they can go to one place each month to sign up for the next event,” recalls Snyder. “They don’t have to wait for me to send out a call to vendors to see what’s coming up next.” By visiting the Downtown Mesa Association’s Event Hub Organizer Profile Page, vendors can view all upcoming events. “Having all of our events in one place has saved me from having to send multiple links to inquiring vendors,” continued Erica. She is able to manage vendor requirements and deliverables by event, or across all events with a view clicks from her dashboard.
“Great communication is key in this industry so I really appreciate having that with Event Hub.”
Going on their third year of managing events with Event Hub, Erica and her association value the intuitive features and industry-best customer support. “The Event Hub team has been great to work with. They are always responsive to all of my questions and are on top of any issues I have that come up,” proclaimed Snyder. “I’ve been really impressed with their willingness to contact my vendors directly to walk them through any issues they’ve had as well. Great communication is key in this industry so I really appreciate having that with Event Hub.”
