Smart Meetings

DECEMBER 11, 2018

On the heels of multiple studies showing that event professionals are increasingly being asked to do more with less, Smart Meetings asked a veteran planner for tips on how to create “wow” on a budget. Contracting. Consider multi-year contracts: Finding new venues every year can be time consuming for all parties involved.

Food and Beverage 220

Food and Beverage Negotiating Contracts Speakers 220

SmartMeetings

FEBRUARY 16, 2024

Negotiation experts share tips for building win-win event contracts The ROI is in the details when drafting a vendor contract. An effective legal document is one that clearly outlines roles and responsibilities and keeps all parties out of court, arguing over vague wording.

Contracts 98

Contracts Negotiating 2024 Hotels 98

Smart Meetings

JUNE 22, 2023

What makes change requests so difficult and tips to resolve Most meeting planners have experienced the need to make last-minute changes to an upcoming event. The study recommends creating effective strategies like a centralized, comprehensive document management system that allows for easy sharing and editing.

Tech 246

Tech Venues Contracts Event Tech 246

SmartMeetings

JUNE 13, 2020

In the latest Smart Meetings Accelerator “ Top Planner Contract Questions Answered ,” Lisa Sommer Devlin, an expert in contract law at Devlin Law Firm , answers those very questions (and more) for planners. If a planner wants to make a change to a contract, is it necessary to sign a whole new contract? More : J.D.

Contracts 109

Contracts Hotels Negotiating Airlines 109

Event Industry News

AUGUST 31, 2021

The Meetings Industry Association has updated its contract and cancellation guidance to help mitigate the impact of COVID-19 on future bookings and ensure all parties are protected. To download the latest contract guideline visit [link].

Contracts 80

Contracts Meetings Insurance Government 80

Smart Meetings

OCTOBER 11, 2022

First, you negotiated your way out of every contract with minimal exit fees, then for a split second you converted everything to hybrid (with no additional budget), and then transitioned from hybrid to virtual, where we thankfully stayed for a red-hot minute. Once these tasks are complete, I schedule time to walk them through each document.

Negotiating 240

Negotiating Banking Education Contracts 240

QC Event School

FEBRUARY 23, 2023

As an event planner, your contract is one of the most important documents in your business. Writing a solid event planning contract helps ensure that everyone involved understands their roles and responsibilities, as well as what they can expect from the event itself. So, let’s get started!

Contracts 105

Contracts Event Planning Events Financial 105

Event Industry News

MARCH 16, 2020

The Meetings Industry Association (mia) has launched guidance to the sector to assist contract negotiations and to help mitigate the impact of COVID-19 on trade. Following the debate, the mia promised to create a set of recommendations to help steer considerations and decisions for venues across the UK. “In

Contracts 93

Contracts Negotiating Venues Management 93

Attendease

APRIL 24, 2023

Many variables can affect the length of the process, depending on how many different stakeholders are in your organization, the size of your organization, how many people will be using the tool, and how long it takes to coordinate all the relevant meetings. As we touched on earlier, in-person meetings are the best way to gather answers.

Event Management 195

Event Management Management Contracts Events 195

Smart Meetings

MARCH 2, 2022

Specifically, our planning document stated that, “In work, everyday life and leisure, people will be looking for intelligent solutions that reduce clutter and stress.”. People are rejecting the old social contract, reevaluating their personal hierarchy of needs, and exploring a new path to happiness. It seems so clear now.

Trade Shows 246

Trade Shows 2025 2016 Contracts 246

Planning Pod

MARCH 26, 2025

Vague contracts and proposals: Lack of specific details and clear boundaries leaves room for client interpretation. Heres how to do it: Crystal-clear contracts and proposals Your contract and initial proposal serve as the foundational pillars in your fight against event scope creep.

Contracts 78

Contracts Negotiating Consulting Financial 78

Conferences that Work

NOVEMBER 13, 2022

Here are five examples of how explicit communication improves meetings. 1—Tell attendees how your meeting socials will be social! Want to make your meeting “socials” actually social? A little explicit pre-party communication will improve your meeting. Don’t just throw a party with loud music.

Meetings 156

Meetings Tech Contracts Trade Shows 156

MeetingsNet

APRIL 4, 2024

Planners: Do not sign venue contracts for event production, electrical services, internet access, and support services until you read the full document—especially if you are bringing in an outside audiovisual company for the event, which usually results in extra conditions and raises prices for certain elements.

Contracts 98

Contracts Venues Negotiating Wireless 98

Attendease

MAY 31, 2023

With the increasing trend of hybrid and online meetings, it is crucial to ensure that the platform was built with both in mind (in addition to in-person events, of course). This contract should contain a clear list of services being provided. Contracts can be difficult to navigate, so don’t forget to read the fine print!

Event Planning Tools 195

Event Planning Tools Event Planning Contracts Management 195

Guidebook

APRIL 23, 2025

Having clear answers to the above questions will help narrow down your options so you avoid visiting venues that dont meet your basic requirements. Does the venues sound system meet your needs? So its important to understand what those minimums include and how much flexibility you have to meet them.

Venues 78

Venues Food and Beverage Contracts Insurance 78

ePly

JANUARY 3, 2024

A Guide for Event Profs in the Age of Rising Costs Welcome to 2024, where contract negotiations continue to be a critical but dreaded aspect of event planning. As always, negotiating contracts remains a crucial component of success, allowing organizers to maximize their return on investment and deliver exceptional events.

Negotiating 87

Negotiating Contracts 2024 Events 87

Planning Pod

NOVEMBER 12, 2020

When we built Planning Pod, we set out to solve a big problem that many event venues, restaurants and hotels face … juggling too many applications, emails, documents, spreadsheets and even notes, folders and whiteboards to manage their event bookings. Primary Focus.

Food and Beverage 148

Food and Beverage Management Venues 2021 148

Smart Meetings

MARCH 7, 2024

has good news for meeting professionals. It is actually a tool that will get some of that ‘drag stuff’ out of the way to focus on the things that you really want to do, the reason you got into the events industry in the first place,” he explained at Smart Meetings Innovation Experience in Irving, Texas, last week.

Technology 278

Technology Meetings Events Social Media 278

Event Farm

OCTOBER 25, 2021

You can use an app like Event Farm to control crowds and stagger queuing anywhere a line forms, like registration/check-in, meet-and-greets, product demos, and food/beverage stations. #15: You need an immediate way to communicate with all (or a subset of) attendees about special announcements, safety information, and changes to the program.

Food and Beverage 312

Food and Beverage Insurance Contracts Entertainment 312

SmartMeetings

APRIL 19, 2017

This industry runs on jargon, and since meeting planning requires everyone to work at a rapid click, it’s best to get acquainted with it yourself. Certified Meeting Professional , a merit one receives from completing the Convention Industry Council’s certification program for professionals in the meeting, convention and exhibition industries.

Food and Beverage 84

Food and Beverage Meetings Contracts Negotiating 84

PCMA Convene

OCTOBER 30, 2020

Members of PCMA’s Catalyst community discuss when they might be able to invoke the force majeure clause in contracts for 2021 meetings. We have a 2021 contract in late April in Chicago for which we updated the force majeure clause to include COVID-19 as a specific situation that would allow us to cancel.

2021 98

2021 Meetings Contracts Hotels 98

Smart Meetings

AUGUST 16, 2018

5 Tips to Greenify Your Next Meeting. Use the blank side of your printed documents. Review venue and event services contracts to check whether there are any opportunities for waste reduction. The post Making Your Event Environmentally Friendly By Planning Ahead appeared first on Smart Meetings. Food service.

Food and Beverage 170

Food and Beverage Education Contracts Sustainability 170

Event Farm

APRIL 13, 2021

Your venue and vendor contracts should include an indemnification clause that requires them to abide by the code of conduct and any local or state rules, regulations, and laws pertaining to COVID. Start with monthly meetings and increase them to a weekly cadence as your event approaches. Why and how do you address indemnification?

Insurance 286

Insurance Healthcare Government Venues 286

SmartMeetings

JUNE 30, 2020

Drowning in a sea of protocols and guidance documents released daily by government agencies, venues and organizations? Expert groups are addressing each area, starting with a report on health and safety from the Meeting and Event Design group that is scheduled to be on the EIC website by early July. Preparing for Return to Meeting.

Food and Beverage 111

Food and Beverage Meetings Hotels Contracts 111

Glow Global Events

FEBRUARY 1, 2025

However, overloading the calendar with calls and meetings can have the opposite effect, hindering productivity and draining valuable resources. Lets discuss why fewer, strategic meetings lead to better outcomes, and how managing client expectations and project workflows can transform your event planning experience.

Event Planning 40

Event Planning Meetings Global Events Contracts 40

Attendease

MARCH 19, 2024

Include standing meetings and appointments with key stakeholders. Look for opportunities to save on bulk orders or multi-event vendor contracts. Consider implementing the following: Set up shared mailboxes, Slack channels, or other platforms to house conversations, documents, and knowledge for each event planning team.

Management 195

Management Event Management Contracts Corporate Events 195

MeetingsNet

JANUARY 23, 2018

Here are three ways you can, and should, be addressing cybersecurity in your supplier contracts, according to Joshua Grimes, Esq., a meetings industry attorney with Grimes Law Offices. Require that the venue or other internet supplier take measures to keep the network secure.

Contracts 57

Contracts Hotels Financial Tech 57

Event Planning BluePrint

NOVEMBER 15, 2016

You land a meeting with your dream event client and you’re really excited about it, but you’re worried because you don’t know how to prepare a productive meeting agenda that makes you look like a pro. I ran into this when a client asked me to meet them to discuss an event proposal I had submitted. Imagine this….

Meetings 88

Meetings Social Media Contracts Management 88

SpotMe Blog

SEPTEMBER 1, 2022

Bid document. The supplier then submits a bid document to explain what services they can offer. Breakout rooms are small meeting rooms created for a virtual audience in which attendees can divide into small groups to discuss the topic at hand. Certified Meeting Professional (CMP). Blackout date. Event planning terms: C.

Event Planning 246

Event Planning B2C Event Apps Speakers 246

Planning Pod

JANUARY 10, 2021

Whether they’re responding to new prospects, following up with them for contract signatures or chasing down clients for payments or vital input for their event, there is rarely any free time in their schedule. Everything is there—invoicing, contracts, floorplans, BEOs, you name it,” Olivia said. “It Planning Pod is a one-stop-shop.

Hotels 148

Hotels Event Management Management Contracts 148

SmartMeetings

MAY 11, 2020

Editor’s Note: This is part of a series reporting on FICP Chats about the future of meetings. In the third of FICP’s new virtual education series, focusing on the rest of the year, participants discussed what the “third-third” of 2020 will look like, including observations from hoteliers and feedback from meetings professionals’ stakeholders.

Meetings 94

Meetings Insurance Financial 2021 94

Planning Pod

NOVEMBER 19, 2020

Although free and low-cost solutions can be a great short-term fix to get a new wedding venue or meeting space up and running, these inexpensive solutions eventually end up costing an event venue vastly more than what you save using them. Create online legal contracts and track electronic signatures with contract management tools.

Venues 148

Venues Management Contracts Food and Beverage 148

SmartMeetings

AUGUST 8, 2019

In a Smart Meetings exclusive webinar , Catherine Chaulet, president of Global DMC Partners, shared eight safety tips for your next intercontinental meeting. Whether you are planning a domestic or international meeting, attendee security is the top priority. Seeking out those hidden gems could be the ticket to a better meeting.

Meetings 85

Meetings Negotiating Travel Contracts 85

GEVME

JUNE 13, 2018

Depending on the complexity of the conference and the tools you use to build your checklist, it can be a very detailed document that includes deadlines, assigned responsibilities, comments, budget specifications , and updates, or it may just be a short list of items. Arrange onsite check-in: Have a team meeting with an onsite team.

Conference Planning 200

Conference Planning Conference Speakers Advertising 200

Event Leadership Institute

OCTOBER 24, 2018

One of the learning outcomes was for students to learn the importance of reading a contract. So, I decided to create an experiential learning activity where my students had the opportunity to experience first hand why reading a contract was important. Cell phone contracts. Or why did you sign without reading it?).

Contracts 57

Contracts Risk Management Education Retail 57

QC Event School

FEBRUARY 23, 2023

As an event planner, your contract is one of the most important documents in your business. Writing a solid event planning contract helps ensure that everyone involved understands their roles and responsibilities, as well as what they can expect from the event itself. So, let’s get started!

Contracts 52

Contracts Event Planning Events Financial 52

QC Event School

FEBRUARY 23, 2023

As an event planner, your contract is one of the most important documents in your business. Writing a solid event planning contract helps ensure that everyone involved understands their roles and responsibilities, as well as what they can expect from the event itself. So, let’s get started!

Contracts 52

Contracts Event Planning Events Financial 52