Planning Pod

AUGUST 12, 2019

A BEO is a single-page document developed by an event venue or caterer that offers a detailed yet precise guideline of the key logistical, timing, catering, staffing and setup details involved in the production of an event. As a legally binding contract and the client’s final signoff on what will be delivered and when it will be delivered.

Food and Beverage 109

Food and Beverage Contracts Venues Transportation 109

Smart Meetings

DECEMBER 11, 2018

Contracting. Consider multi-year contracts: Finding new venues every year can be time consuming for all parties involved. After coming back from an event, spending two weeks going through 250 documents can waste a lot of time,” says McPhee. Tap your speakers’ bureau.

Food and Beverage 88

Food and Beverage Negotiating Contracts Speakers 88

Event Leadership Institute

OCTOBER 24, 2018

One of the learning outcomes was for students to learn the importance of reading a contract. Of course, there are many lesson activities that I could have delivered; a lecture with some stories or a case study, group discussions, guest speakers, having the students research and present on the topic, etc. Because I trust the school.

Contracts 56

Contracts Risk Management Education Retail 56

Conferences that Work

NOVEMBER 13, 2022

And unless they possess excellent hearing, conversing with a colleague while Heroes plays from a monster speaker ten feet away is, well, challenging. Then improve your meeting by documenting, promoting, and encouraging people to use your venue’s quiet spaces. And most people don’t want to dance non-stop for an entire party.

Meetings 156

Meetings Tech Contracts Trade Shows 156

Event Leadership Institute

JULY 30, 2020

Identify and begin to confirm speakers, presenters, hosts and/or other entertainers. ? Define and assign support team roles for pre-production and run-of-event (speaker support, technical support, customer service, social media, A/V, etc.). ? Remind speakers/presenters to continue promoting the event to their networks. ?

Event Planning 112

Event Planning Social Media Speakers Sponsorships 112

Endless Events

OCTOBER 25, 2019

You’re dealing with vendors, speakers, performers, caterers, marketers, the media, you name it. It allows teams to share assets (fonts, images, colors) and collaborate on documents. Allows you to create beautiful documents with rich media right there in the app. Lets you attach links, checklists, and documents to notes.

Event Planning 88

Event Planning Contracts Speakers Events 88

Coterie Spark

APRIL 5, 2018

If you host or plan conferences and meetings, chances are you have dealt with keynote speakers. In many cases you, or a client, are paying these speakers to perform. Either way, a speaker is one part of the larger investment in your program and/or your audience. Comfortable speakers deliver in more ways than one.

Speakers 40

Speakers Contracts Tech Travel 40

SpotMe Blog

NOVEMBER 29, 2022

There are two challenges with these legal documents: They evolve over time, so life science companies must keep up to speed with them and constantly adapt. This allows pharma companies to draw up contracts and agreements based on relevant laws and comply with them without any doubts or confusion. off-label questions are prohibited).

Event Technology 130

Event Technology Technology Contracts Speakers 130

Social Tables

JANUARY 17, 2018

Your checklist is a living, breathing document, and this format encourages you to keep revisiting all aspects of the event until it is as cost-effective as possible. Be ready to work with speakers and entertainers. You will definitely need some space on your checklist for booking speakers and entertainers.

Event Planning 137

Event Planning Social Media Entertainment Event Design 137

SpotMe Blog

SEPTEMBER 8, 2023

Pro Tip: Give yourself enough time to complete the contracting process with the advisors. The best practice here is to set up a Master Service Agreement with the advisors that contracts for a block of hours to be used throughout the year as appropriate. This will greatly speed up the contracting process.

Healthcare 130

Healthcare Contracts Technology Event Technology 130

Eventmobi

JULY 3, 2019

Similar responses were given when planners were asked how they make sure the event program, speaker lists and session details are consistent across their websites, printed schedules, digital signage, and event mobile apps. speakers, attendees, expenses, etc.). Typical Speaker Data Spreadsheet. Name Files Sensibly. Event App ?

Management 150

Management Event Apps Speakers Events 150

QC Event School

DECEMBER 30, 2022

First thing’s first: an event proposal is a document that outlines the details of an event. But the truth is, they are two different documents. On the other hand, an event plan is a document that outlines all of the details of how you will actually execute the event once it’s been approved. What is an Event Proposal?

Sponsorships 105

Sponsorships Food and Beverage Transportation Risk Management 105

Planning Pod

JULY 25, 2019

Business and accounting – For tracking contacts/CRM, leads, legal contracts, proposals, invoicing, payments, revenues and ROI. Communications – For event collaboration and communication via email and text messaging among team members, contractors, vendors and speakers as well as with attendees. Automation of processes.

Event Management 112

Event Management Management 2019 Social Media 112

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 96

Negotiating Banking Education Contracts 96

Social Tables

APRIL 20, 2023

Not only can rehearsals help speakers and presenters become more confident, but they also ensure that the event planning team catches and corrects technical issues. Do not let a popular keynote speaker or social media contest prevent you from promoting the core values of the event or brand.

Event Planning 141

Event Planning Social Media Insurance Speakers 141

Endless Events

FEBRUARY 5, 2020

In every contract, an Audio Visual (AV) quote is the piece of a vendor agreement that has the dollars attached to it that breaks apart the projected cost of different materials. Keep in mind that AV quotes will come in various types of forms, excel documents and software. Can you summarize the various areas of your contract?

Contracts 135

Contracts Speakers Negotiating Insurance 135

Guidebook

MAY 16, 2023

This includes details most people never consider, such as recruiting speakers for the event and marketing the event. Closely related to vendor management is document management. That’s where you’ll have digital images of documents like contracts with the catering company and the venue owner.

Event Planning 78

Event Planning Social Media Airlines Contracts 78

Smart Meetings

NOVEMBER 26, 2024

Her mother is a full-time wheelchair user who traveled and sometimes would show up as the keynote speaker, but not have a room available with an accessible shower. AV requirements can get pricey fast, as some speakers might not be able to hold a microphone or need assistance. “If It’s a cultural fit.”

Transportation 98

Transportation 2024 Contracts Speakers 98

Planning Pod

JULY 7, 2020

Some typical paper trail items you should make digital include: Client or vendor contracts. Contracts and other agreements can be sent and signed digitally. Digital files also make it easy to send the same document to multiple people like hosts, their event planners and your venue staff. All the nitty-gritty details.

2020 109

2020 Venues Management Contracts 109

Event Industry News

MAY 3, 2019

For example: Digital marketing: current and prospective attendees will be able to manage how they receive marketing messages via a decentralised communication platform connecting the event owner and attendee/prospect; one that can be documented and verified. Tech Whisperer with DAHLIA+ AGENCY and Speaker.

Social Media 75

Social Media Contracts 2014 Airlines 75

Eventtia

OCTOBER 20, 2023

Speakers, Influencers, and KOLs Professional Fees: Big-name influencers and KOLs naturally charge more due to their reputation and demand. Review Contractual Obligations When engaging with vendors or venues, contracts are standard. It’s imperative to read through these documents carefully. Did they feel the money was well-spent?

Financial 117

Financial Negotiating Entertainment Retail 117

InitLive

MARCH 4, 2021

What kind of value do you want to provide, and which organizations and speakers would make ideal partners for your event? Giveaways and speaker gifts. Conference Planning Task #6) Book speakers and vendors. You have likely created a list of desired speakers and vendors for your event. Booking Your Speakers.

Conference Planning 107

Conference Planning Conference Sponsorships Speakers 107

SmartMeetings

NOVEMBER 20, 2019

Also make sure you budget for event insurance—and check for indemnification clauses in your contract with the venue. Buried in some contracts is responsibility for any damage incurred to the property during the event—even if from a natural disaster or one of their own staff. Presenters and Speakers.

Social Media 68

Social Media Sponsorships Speakers Contracts 68

TicketBud

AUGUST 21, 2023

With it, you can scan any typed or handwritten document, converting it to an editable file with no internet needed. Easily turn your meeting notes or run-of-show drafts into typed, editable documents you can share with your team via email or as PDF or JPEG files.

Technology 78

Technology Social Media Airlines Event Apps 78

SevenEvents

NOVEMBER 28, 2024

Foster Strong Relationships Thank Key Stakeholders: Send personalized thank-you notes to speakers, sponsors, and attendees. Document and Archive Create a Detailed Event Report: Document key decisions, challenges, and successes. Store Important Materials: Archive contracts, invoices, and other relevant paperwork.

Social Media 52

Social Media Corporate Events Contracts Speakers 52

Endless Events

SEPTEMBER 1, 2021

He told me we can actually build a solution to analyze content within a file securely, without opening it up, for missing logos, colors, fonts, and any words that you want or don’t want in the documentation.” “You don’t need an annual contract for that. Maybe it’s a two-month contract.

Management 127

Management Trade Shows Consulting Banking 127

Social Tables

APRIL 22, 2019

It takes careful planning to pay deposits on time and keep track of contracts. Your keynote speaker requests that you ask about their availability and schedule their appearance three months in advance. After documenting these anchors, you can add in the common event timeline milestones that we’ve written about below.

Event Planning 138

Event Planning Food and Beverage Events Speakers 138

Guidebook

JANUARY 8, 2024

From picking a venue and speakers to ensuring you’ve sent out thank you notes and running a post-event debrief, there’s a lot to think about. Research and Vendor Contracting Research potential venues to come up with a shortlist. Will you have paid speakers, performers, or special guests? What budget is available for the event?

Event Planning 78

Event Planning Food and Beverage Social Media Speakers 78

Guidebook

JANUARY 8, 2024

From picking a venue and speakers to ensuring you’ve sent out thank you notes and running a post-event debrief, there’s a lot to think about. Research and Vendor Contracting Research potential venues to come up with a shortlist. Will you have paid speakers, performers, or special guests? What budget is available for the event?

Event Planning 78

Event Planning Food and Beverage Social Media Speakers 78

Social Tables

APRIL 17, 2019

In this survey, planners told us that many details change up until the last minute, communication is not shared across the entire team, there’s not enough consistency in documented event details, and communication isn’t concise enough. Both planners and venues agree, the hotel contract negotiation process could be a lot better.

Hotels 149

Hotels Food and Beverage Negotiating Venues 149

Eventmobi

NOVEMBER 15, 2018

Here’s how these types of event software integrations can benefit you and your attendees: Event Website: Have any changes made to sessions, speakers or exhibitors on your event website automatically updated in your event app. Marketing Automation & Email Marketing Platforms. If the integration seems possible, it is built.

Event Apps 155

Event Apps Travel Management Technology 155

Bizzabo

JUNE 4, 2021

A document that outlines details and specifications for both the venue and the event planner. The venue or on-site manager will create this document and the event planner or client will review and sign off generally 72 hours in advance to give the venue time to order and prepare food and equipment. Cancellation Clause. Comp Rooms.

Food and Beverage 92

Food and Beverage Wireless Speakers Venues 92

EventBank Insights

JANUARY 22, 2019

Gather Your Speaker Bios, Headshots, social media accounts, etc This will be used on marketing materials to help give credibility to the content providers of your event. ? Arrange for transportation and housing Arrange these for your speakers, these are guests bringing value to your event, so always make sure they are taken care of. ?

Event Planning 74

Event Planning 2019 Social Media Negotiating 74

Endless Events

JULY 26, 2019

Livestream or have speakers? When you prioritize traffic you allowing WiFi to allow more important traffic such as a keynote speaker or Livestream to use more bandwidth over an attendee watching in the audience. Also, following the show in your post-event meeting document everything you can about what went well and what went wrong.

Negotiating 112

Negotiating Contracts Venues Wireless 112

Endless Events

APRIL 12, 2019

In fact, you should ideally hire your AV company before you even sign your venue contract. Pre-plan where each item will be hung to avoid additional costs and check with your venue before you sign the contract whether or not rigging points and included in the cost. Also, make sure your speakers have backups of their presentations.

Negotiating 118

Negotiating Venues Speakers Contracts 118

Planning Pod

JULY 7, 2022

Event management systems make manually recreating the same type of document for different clientele a thing of the past. Any software worth the cost should have a robust collection of templates, from contracts and invoices to itineraries and emails. Client portals. And why should that feedback be limited to event attendees?

Event Tech 103

Event Tech Tech Social Media Technology 103

Planning Pod

AUGUST 16, 2022

You may want to understand the level of expertise your attendees already have on the subject and what they hope to learn from the event to help tailor your presentation or curriculum, as well as contact information to send them event updates, training documents, webinar links or event location, and optional marketing follow-ups.

Food and Beverage 103

Food and Beverage Insurance Apparel Trade Shows 103