Smart Meetings

JANUARY 4, 2019

Date, venue and rates are critical and typically given priority in the earliest stages of the meeting planning cycle. However, leaving audio visual (AV) equipment services to the end could be a costly mistake, especially when negotiating these services with a hotel. You have the most negotiating power before signing the contract.

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Event Marketer

OCTOBER 28, 2024

If I was to see a repeating mistake, is that event marketers and organizers are not asking valid questions when negotiating their venue contracts. Is the venue willing to lose a booking from you to hold on to that exclusivity? Somewhere along the line they were told they couldn’t ask questions. They absolutely can.

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Event Tech Tech 2025 Negotiating 257

Smart Meetings

MARCH 7, 2025

1 2028 is Poised to Spur a Significant Market Shift With the demand for meeting space continuing to soar, event planners are increasingly feeling the pressure to lock in venues ASAP. Meeting profs can expect to have more breathing room when selecting venues, as the increased supply should ease some of the current space constraints.

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GEVME

SEPTEMBER 7, 2018

We all know how hard it can be to find the right venue for an event. As possibly the hardest decision in event planning, choosing the right venue is one of the most important factors in making your event a hit. You saw the pictures of the venue option online, and you were impressed by what you saw.

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Venues Negotiating Social Media Event Planning 159

Velvet Chainsaw

FEBRUARY 25, 2021

Future bookings are getting more difficult as organizations are more reluctant to take on new risks. In an effort to reduce and manage risks, venues and planners are adopting new contract clauses. No question, negotiating contracts is going to get more complicated as the industry rebounds.

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Contracts Financial Negotiating 2021 437

Attendease

AUGUST 26, 2024

Finding and booking an appropriate event venue 2. Negotiating with vendors and adhering to their policies 5. 5 Ways to Streamline Corporate Event Planning Corporate event planners have a lot on their plates—from negotiating with venues and vendors to designing memorable experiences that “wow” attendees.

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Smart Meetings

FEBRUARY 21, 2025

They are responsible for finding the perfect destination, securing a venue, managing logistics, and ensuring a seamless experience for attendees. Rising costs for venues, catering, A/V services, and transportation mean they are constantly looking for the best value. Attendees now expect more interactive and engaging events.

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Meetings Sustainability Contracts Tech 130

Smart Meetings

FEBRUARY 21, 2025

As a luxury hotel sales director, youve seen how increasingly sophisticated meeting planners are becoming in their venue selection. Sustainability Is Non-Negotiable More planners are prioritizing eco-conscious venues and destinations. Today’s elite corporate clients expect more than just recycling programs.

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Prestige Events Magazine

MARCH 6, 2023

An Advisory Board, representing a collective buying power of £320m, has been established for GRATIS, the end-to-end sourcing and booking tool provided by venuedirectory.com. At the inaugural meeting, Instant Book topped the agenda as part of the group’s drive to progress venue booking.

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Endless Events

FEBRUARY 27, 2019

You’ve probably noticed a lot of fees when you are looking at venues. The venue AV charges really seem to pile up. As you are seeing the fee’s mounting on you may have even wondered, “Can I negotiate AV charges?” Video Transcription: Can I Negotiate Venue AV Charges? Brandt Kruger: Wifi.

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Smart Meetings

OCTOBER 3, 2023

Master planner consultants offer 6 tips for negotiating your next corporate event Does this sound familiar? Look for Synergies When Booking Venues For corporate planners aiming to efficiently source for their next event, Shaffer offered up some initial tips. What should you include in the RFP?

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Event Marketer

FEBRUARY 22, 2024

The Global Business Travel Association’s annual report and forecast cites factors other than the pandemic’s influence for creating a “dynamic environment” in business travel spend and booking. A number of organizations, event properties and venues are using sustainability campaigns and air emissions tools to help track and offset activities.

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Smart Meetings

MARCH 20, 2024

Read More: Top Legal Issues Meeting Profs Should Be Aware of in 2023 What To Leave Out Cohen has a few suggestions for the things you leave on the negotiation room floor of your contract: Your own personal liability for any issues caused by a guest, such as room damage, and noise complaints. Work with the venue if a problem arises.

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Eventinterface

JULY 27, 2016

Dozens of factors go into the venue selection process. Meeting Planners need to make an informed decision based on what each venue has to offer in terms of accommodations, location, pricing and availability. Here are a few questions or issues to be aware of as you search for your next conference venue. Venues vary significantly.

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Venues Conference Negotiating Contracts 157

Velvet Chainsaw

APRIL 13, 2020

The timing of recovery is going to be dependent on consumers and businesses having confidence that our cities and venues are safe again. Room rates should be adjusted to keep attendees from booking outside the block. Look for hotels to run booking promotions and bring commissions back up to 10 percent. Do the Right Thing.

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EventSource

MARCH 13, 2020

The cost of things like your venue rental and wedding band will likely include a minimum amount of staff and equipment needed. Avoid It : Before booking your venue (or any vendor) have them check out the space and indicate whether or not extra equipment is needed. Extra Equipment/Rentals. Sorry, not much we can do about that.

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Planning Pod

FEBRUARY 24, 2025

Be an open book with your clients and highlight value for money. This detailed breakdown shows exactly where your investment goes, from venue rental and catering to our dedicated project management team. Navigate negotiations: Approach negotiations as a partnership, focusing on long-term relationships and finding a win-win.

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Event Farm

MAY 5, 2021

For this panel, Ryan invited two event planners who, like him, are passionate about bringing events back safely: Ari Nisman, president and CEO of Degy Booking International and Degy World LLC , and Margaret Launzel-Pennes, CEO and co-founder of TBX: Total Brand Experience. The Playbook provides three valuable tools for venue scouting. .

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GEVME

JUNE 27, 2018

Your ideal picture of a conference venue shouldn’t be tied to a nice, accessible locale only. The choice of venue has to be based on the clear requirements that your event sets in terms of size, lighting, network capabilities, etc. When to start looking for a venue. The best tips for selecting a conference venue.

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SmartMeetings

JUNE 16, 2020

In the fifth of FICP’s new virtual education series, Financial & Insurance Professionals (FICP) Chats, more than 200 participants explored how to book group business for future meetings, including immediate adjustments for events, and how those were not being written into RFPs for the long-term. Budget Considerations.

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Event Industry News

AUGUST 17, 2022

Hire Space and Event Tech Live (ETL) have partnered to showcase London’s leading High-Tech venues at ETL London on November 16 th & 17 th at the show’s new home of ExCeL London. Hire Space is an event technology and services company which operates hirespace.com , a marketplace of over 100,000 venues globally.

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Smart Meetings

MARCH 28, 2022

Ty Sheaks, attorney at Texas law firm McCathern PLLC , author and faculty advisor for International Association of Venue Managers (IAVM), joined this week’s Smart Chat Live!, Deciding the “choice of law provision,” or what state and who gets legal jurisdiction, may come down to common law negotiations, Sheaks said.

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Contracts Insurance Negotiating Government 195

SmartMeetings

JANUARY 18, 2018

Long-term contracts —three, five or even ten years—can save you money, especially if you book during a hotel or resort’s slower times. “A Negotiating: never, ever accept the hotel’s first offer, experts agree. You know from experience that hotels always leave wiggle room to negotiate down. Here’s what to focus on.

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Attendease

OCTOBER 15, 2024

There are so many moving pieces to juggle , from nailing down the budget and finding the perfect venue, to coordinating catering, entertainment, décor, and everything in between. It also lets you lock in the best venues and vendors before dates get snatched up. The good news?

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Milestone Events Group

JULY 29, 2020

Will Wedding Venues Negotiate the Price? . When considering different wedding venues, it is helpful to understand what might be negotiable and what is not. . Venues tend not to be very flexible with their pricing, but a few factors will influence their willingness to negotiate: . .

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Endless Events

DECEMBER 13, 2022

Whether you opt for an in-person or hybrid event, you need the right venue to create a truly captivating experience. Newbie event planners will often pick a venue, negotiate a deal with them, and sign the venue’s provided contract. . Why should you let your venue dictate what happens at your event? Management.

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Contracts Venues Negotiating Sustainability 119

SmartMeetings

JANUARY 2, 2018

I have heard of planners negotiating out this fee,” says Lauren Wolfe, a lawyer who publishes the website killresortfees.com. Wolfe follows chatter on hotel fees on Twitter, and watched as the members of a national nonprofit group recently “went ballistic” over the daily fee charged when they booked at their convention hotel in Maryland.

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Negotiating Hotels Food and Beverage Contracts 75

Prestige Events Magazine

APRIL 5, 2022

Richard Smith, Sales Director, Wyboston Venue Management and Wyboston Lakes Resort. There is a logic that says that, now that pandemic restrictions have been lifted, the work of Business Development Managers (BDMs) in hotels and venues would naturally return to what it was before the pandemic.

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PCMA Convene

APRIL 2, 2018

But the phone-tag negotiations moved at the speed of molasses. Surely, he thought, there must be a less aggravating way to book small meetings. So amid the flooding and frustration, he pivoted from another startup idea he was working on to pursue this: an online platform for automated, DIY instant bookings for small meetings.

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Endless Events

OCTOBER 8, 2019

You might want to put your best suit on because today we’re talking about hotel contract negotiations! And being a planner is stressful enough as it is, so when you add choosing a venue for your event to the equation, there’s a high probability your heart rate goes up. Can I Negotiate Venue AV Charges?

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EventSource

APRIL 14, 2020

With the city and events currently in lock-down, would-be newlyweds have been left scrambling looking to book new dates for their entire wedding team! She gathered all the available dates for all the venues, reviewed contracts, and reached out to our vendors. In about a week’s time we were able to choose dates in October of this year.

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Coterie Spark

APRIL 22, 2022

Venue availability, room capacity, and nightly rates might seem like the only boxes you need to check off, but it’s the smaller, less obvious details that can become massive headaches. Once you finish searching for hotels, you also have to: Contact the venues. Synthesize your notes so you can pick a venue.

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Venues Food and Beverage Negotiating Hotels 98

SmartMeetings

DECEMBER 7, 2017

While some event professionals may gleefully embrace the prospect of negotiating contracts for large events, many would rather run for the hills. This will help you understand how the vendor will enhance your event, and what additional items you may need to negotiate. Remember…everything is negotiable! Obtain multiple bids.

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SmartMeetings

FEBRUARY 24, 2025

Contract tips to keep in mind A quarter century into the second millennium, there are several things that remain constant: humans need food, water and shelter to survive; the law of gravity is still in play; and event contracts are still a necessity between meeting professionals and hospitality venues. We encourage you to book them.

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Smart Meetings

SEPTEMBER 1, 2022

They negotiate for higher wages, improved benefits including retirement plans and family healthcare, job training, due process and safety concerns. Unite Here created FairHotel to assist meeting and event planners in choosing a union hotel or venue. Many of Unite Here’s goals concern taking care of their hospitality workers.

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Jujama

JULY 10, 2018

There are a few tricks to negotiating venue costs. We’ve tracked down some tips to help event organizers keep their venue costs as low as possible. However, if you truly have set a budget for your venue costs this allows you to quickly cut to the chase with a possible venue. Compare different venues.

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Social Tables

JANUARY 12, 2023

Planners work with vendors, suppliers, and venues to coordinate meal service, event staffing, negotiate pricing, and so much more. Event planners are coordinators, organizers, moderators, and professional negotiators. They know their market inside and out—every special event venue, every caterer, and every entertainer.

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