Smart Meetings

SEPTEMBER 18, 2023

Start Early The first tip is to book early and contract early! Italy does not have a lot of large hotels so if your program requires a peak of more than 100 rooms on a five-star category I suggest anticipating as much as you can the hotel sourcing and contracting, especially if you travel on shoulder and peak seasons.

Meetings 105

Meetings Contracts Transportation Hotels 105

TicketBud

DECEMBER 13, 2023

This enables organizers to devise backup plans, forge partnerships, and negotiate favorable deals with vendors to ensure that the event stays on track throughout planning and execution. An early start means more time to shop around for bargains, establish partnerships and negotiate with vendors.

Negotiating 113

Negotiating Financial Food and Beverage Sponsorships 113

Cvent: Event Marketing

MAY 21, 2019

What negotiating with hotels boils down to is synchronized value – in other words, you have what they want (occupied guest rooms, meeting space and food and beverage revenue), and they have what you want (a great hotel at a desirable location). If possible, do your negotiations in person or via a video chat. Food and beverage.

Negotiating 39

Negotiating Hotels Food and Beverage Venues 39

Event Farm

MAY 5, 2021

The panelists offered tips about negotiating with venues and vendors: . Like the venue, they must agree with your compliance protocols before you sign the contract. Developing a transportation plan. Transportation services will look different with staggered pickups and drop-offs and buses not filled to capacity.

2021 306

2021 Event Planning Insurance Transportation 306

MeetingsNet

NOVEMBER 8, 2022

Hotels are currently in the driver’s seat when it comes to meeting negotiations. Know your must-have and nice-to-have amenities before you negotiate. Negotiate multi-year contracts with the same venue or hotel chain. Find cost savings tips for AV and production, ground transportation, and F&B, here. •

Venues 52

Venues Negotiating Food and Beverage Contracts 52

Canadian Special Events

DECEMBER 26, 2018

As an event planner, you need to sign a lot of contracts and let’s face it, some of them can be confusing, particularly the AV contracts. Luckily, Jon Trask breaks it down what you need to know to get through a long and complex AV contract. . If you breach the contract, they keep the money. This is not uncommon.

Contracts 51

Contracts Insurance Government Travel 51

SmartMeetings

JUNE 16, 2020

It was deemed “better than nothing,” but if used, it was suggested that this option should accompany a clause in the contract that allows an in-person site inspection at a future date. Based on the in-person site inspection, that clause should allow meetings professionals the option to cancel the contract without penalty.

Meetings 105

Meetings Contracts Insurance 2025 105

Smart Meetings

JUNE 19, 2023

The convenience of all the equipment and staff being on site can relieve many stressors for meeting professionals by removing the worry of transportation and employees not being on time or simply falling through. Always be sure to read contracts carefully! Meeting professionals may run the risk of dealing with hidden fees.

Contracts 98

Contracts Transportation Negotiating Events 98

Smart Meetings

DECEMBER 29, 2021

During this webinar, Ludwig shows the many advancements meeting professionals may come into contact with in the near and distant future, such as second-floor public transport, futuristic venues and self-driving luggage. Harness the Power of Negotiation to Master Your Post-Covid Events Career. Post-Pandemic Clauses You Need to Know.

2021 52

2021 Negotiating Medical Meetings Contracts 52

Smart Meetings

SEPTEMBER 1, 2022

Underwood shared that, overall, hotel rates are up 38% since before the pandemic and properties are less likely to negotiate day rates or minimums than pre-Covid as they are under pressure from increased labor and operating costs. Thank you @LEOEvents for putting some context behind the increased prices and fees we are seeing in contracts.

Hospitality 52

Hospitality Management Negotiating Transportation 52

Event Industry News

OCTOBER 13, 2022

These relationships, combined with our expert sourcing, negotiation, and contracting process, give our clients access to premier locations they may otherwise miss.”. Contracts, Dates, and Details Delivered With White Glove Service. We Envision the Final Production.

Contracts 59

Contracts Site Selections Hotels Entertainment 59

Stova

MAY 25, 2023

For example, Stova’s event technology simplifies event sourcing and gives you the power to better negotiate with venues. Much like popular real estate search sites, mark your favorite venues to easily compare, share experiences, and see venues booked company-wide to leverage negotiations. Improve Request for Proposal (RFP) efficiency.

Venues 52

Venues Negotiating Contracts Travel 52

SmartMeetings

JULY 25, 2019

During your two- or three-night site inspection and prior to signing a contract, Wendell’s smart tip is “ negotiate, negotiate, negotiate. During these negotiations, make sure you clearly state your expectations , including an agreed upon response time from your CSM. Encourage creativity in your property.

Negotiating 64

Negotiating Transportation Contracts Insurance 64

MeetingsNet

MAY 16, 2019

An online reseller of contracted meeting elements launches a week ahead of its industry rollout at the IMEX show in Frankfurt. When meetings are canceled, the group that signed the contract is typically responsible to pay either a flat fee or a percentage of the revenue they were to bring to the contracted supplier. I doubt it."

Meetings 89

Meetings Contracts Food and Beverage Hotels 89

GEVME

OCTOBER 28, 2018

Remember that negotiation may take time. A rider is a document containing conditions of a domestic nature, such as accommodations, food, transportation, security, and more. In the case of non-compliance with the norms established by the riders, the artist has the right to refuse to negotiate. What is a rider?

Negotiating 168

Negotiating Transportation Contracts Events 168

SmartMeetings

JUNE 3, 2019

It’s more difficult to negotiate prices with a venue that outsources its food and beverage service, as it doesn’t have much control over food options. There’s flexibility in negotiating with a venue that provides in-house food and beverage, however, as it has more control over adjusting menus to cater to the planner’s budget.

Food and Beverage 69

Food and Beverage Contracts Negotiating Financial 69

Smart Meetings

DECEMBER 13, 2018

MPU’s leadership is also focused on negotiating for new sources of revenue for planners. Bruce reported that four audiovisual companies have agreed to offer rebates to planners when they contract for alternatives to the hotel AV team. He is negotiating with transportation companies, as well.

2019 89

2019 Meetings Insurance Negotiating 89

GEVME

JUNE 27, 2018

Explore available transportation modes, and ensure that people can easily reach the location by train, automobile, plane, or public transport. Ideally, include a question about transportation preferences on the registration form or a pre-event survey to get an understanding of what to expect. But what if you’re not so lucky?

Conference 149

Conference Venues Food and Beverage Transportation 149

Coterie Spark

APRIL 3, 2023

Please don’t sign a contract without understanding catering requirements and/or how flexible the venue will be if you want to get creative in the absence of their services. Parking and alternative transportation options are another under-researched aspect of venues that can cause a lot of grief.

Conference 52

Conference Venues Transportation Negotiating 52

Eventinterface

MAY 4, 2017

That is why understanding the booking process is so important; not just the negotiation and contract phases, though those are crucial, but also minor details like ensuring you are booking the right entertainment for the conference or event, and the process of getting your talent involved. Know the Negotiation Process.

Entertainment 100

Entertainment Conference Negotiating Contracts 100

Guidebook

JANUARY 8, 2024

Research and Vendor Contracting Research potential venues to come up with a shortlist. Look into associated costs like food and beverage, AV, and parking – are these included, where can you negotiate? Check their availability and start working on a contract. Negotiate terms and specifics with the venue. Print signage.

Event Planning 78

Event Planning Food and Beverage Social Media Insurance 78

GEVME

NOVEMBER 7, 2018

Choosing a venue for an event is also one of the first negotiation points as well. Take care of any legal issues and contracts. Information on the drafting of contracts is usually available in the General Terms & Conditions section. Also think over transportation and other logistical requirements.

Food and Beverage 166

Food and Beverage Venues Transportation Contracts 166

The Castle Group

SEPTEMBER 26, 2023

Working with an agency can help save time and money due to the company’s efficiencies, negotiating expertise, and vendor relationships/purchasing power. Make sure to require a formal contract and ensure all terms, policies, and pricing are clear and align with your expectations before signing. and transportation options.

Event Management 52

Event Management Management Sustainability Food and Beverage 52

Social Tables

SEPTEMBER 25, 2017

There are other costs (usually outlined on the contract rider) that you’re responsible for covering, and if you’re not careful, these costs can snowball until you’re way over-budget. This can include entertainers typically don’t travel alone to events, plus transportation to and from the venue. Know how to negotiate.

Entertainment 87

Entertainment Contracts Negotiating Travel 87

QC Event School

SEPTEMBER 29, 2022

Know how to negotiate. Step 7: Arrange for transportation and accommodation. Next, if your event is going to require transportation and accommodation for guests, now is the time to start making arrangements. Start by getting quotes from different transportation companies and hotels in the area. Be creative.

Corporate Events 94

Corporate Events Event Planning Negotiating Trade Shows 94

Event Planning BluePrint

MARCH 25, 2024

An event planner must be adept at understanding client visions, negotiating with vendors, managing staff, and engaging with guests. Strategic planning ensures that every decision, from theme selection to vendor contracts, contributes to the overarching objectives of the event. Thus, strong interpersonal skills are vital.

Event Planning 62

Event Planning Financial Negotiating Education 62

GEVME

OCTOBER 28, 2018

Remember that negotiation may take time. A rider is a document containing conditions of a domestic nature, such as accommodations, food, transportation, security, and more. In the case of non-compliance with the norms established by the riders, the artist has the right to refuse to negotiate. What is a rider?

Negotiating 120

Negotiating Transportation Contracts Events 120

SmartMeetings

AUGUST 8, 2019

Negotiate Carefully. International contracts for vendors and venues could require different negotiation tactics than in the U.S. In case of evacuation, establish a relationship with the local DMC, which can help secure ground transportation and possibly private jets. is not the warm season in Australia.

Meetings 75

Meetings Negotiating Travel Contracts 75

ePly

MARCH 18, 2024

Transportation: Transportation can include anything from shuttles to parking. Talent: If your event features keynote speakers, entertainment, or conference leaders, you’ll need to negotiate the terms long before the event. Permits: Every neighborhood has restrictions on what’s permissible and what isn’t. tornado, hurricane, etc.),

Social Media 62

Social Media Transportation Speakers Negotiating 62

TicketBud

MARCH 22, 2017

You will do this during the negotiation phase when you are locking in the artist. More commonly, you’ll be working with the artist’s agent- the agent typically handles all of their client’s bookings, and they’ll be able to work with you on scheduling, negotiations, and the contract process. (In Know the Negotiation Process.

Negotiating 65

Negotiating Travel Contracts Transportation 65

GEVME

NOVEMBER 7, 2018

Choosing a venue for an event is also one of the first negotiation points as well. Take care of any legal issues and contracts. Information on the drafting of contracts is usually available in the General Terms & Conditions section. Also think over transportation and other logistical requirements.

Food and Beverage 120

Food and Beverage Venues Transportation Contracts 120

ePly

MARCH 26, 2024

Other factors to consider when selecting a venue include helpful on-site amenities, available parking, proximity to public transportation, and general ease of accessibility. Other particulars to negotiate range from travel and accommodation concerns to presentation materials and technological requirements.

Event Planning 62

Event Planning Negotiating Events Event Planning Tools 62

PCMA Convene

MARCH 6, 2019

Hotels were a recurring topic, as planners noted a decrease in the ability to negotiate contracts, along with pressures associated with lowered commissions and increased competition for space. When Marriott-owned organizations are the only game in town, your choices and the ability to negotiate goes down to zero. Climate change.

Food and Beverage 91

Food and Beverage Meetings Negotiating Hotels 91

SmartMeetings

JULY 8, 2020

For ground transportation, spread delegates out on buses, even if it means more vehicles, and think of bringing in other transportation options with a healthy undertone, such as walking or cycling. Wherever you stay, Breust suggests taking a long, hard look at the contract before signing. “We How will we greet our guests?

Travel 116

Travel Contracts Hotels Transportation 116

The MICE

AUGUST 17, 2020

It was a big contract, which took six months of negotiations to come to an agreement. Before having my new company, I already had a one-year contract signed for our first project for a hotel company. I was lucky at that moment because I had very good clients—everyone paid the maximum and respected the contract.

2008 98

2008 Management 2009 Tourism 98

Eved

JULY 3, 2017

This report will provide total spend by category, such as Decor, Food and Beverage, Transportation, etc. You may want to compare it to budgets, forecasts, or contracts to ensure that you aren’t overspending, or to ensure that you’re capturing all of your spend. Is there a contract opportunity with this hotel chain?

Contracts 40

Contracts Meetings Negotiating Food and Beverage 40

EventBank Insights

SEPTEMBER 19, 2019

Cost Capacity Location Transportation Wifi Amenities Ambiance Layout Insurance Timeframe. However, if you can be flexible on the date of the event, don’t be afraid to negotiate. Finally, always make sure that you confirm all agreed times, dates, costs and any other details in a written contract. Transportation and Parking.

Venues 106

Venues Insurance Transportation Negotiating 106