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. A win-win contract allows everyone to feel that their biggest risks are covered and they can partner in good faith to execute confidently while working creatively to deliver the best event possible.

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Contracts Negotiating 2024 Hotels 98

Endless Events

DECEMBER 13, 2022

Newbie event planners will often pick a venue, negotiate a deal with them, and sign the venue’s provided contract. . Instead of morphing your event goals around the venue’s rules, approach your venue with a list of non-negotiables. Here’s how your event goals can (and should) change your venue contract in those areas.

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Contracts Venues Negotiating Sustainability 119

Attendease

JULY 6, 2023

Additionally, the scorecard that you create can be used as a reference point when people start pushing back or second-guessing how to proceed. This ensures that you don’t miss out on any essential features or capabilities that your organization requires.

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Negotiating Events Contracts Event Management 368

SmartMeetings

JULY 31, 2020

If there’s one thing coronavirus has done, it’s shone a spotlight on the importance of having a rock-solid contract to protect you from legal action. Before the coronavirus, many venue contracts didn’t feature force majeure clauses , and too many planners may not have seen a need for it. Event Contract Language.

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Contracts Consulting Venues Meetings 96

Smart Meetings

DECEMBER 29, 2021

Harness the Power of Negotiation to Master Your Post-Covid Events Career. Negotiation is an essential skill in business, meetings and life. Summary: Harness the Power of Negotiation for Post-Covid Success ). Summary: Contract Negotiation: Post-Pandemic Clauses You Need to Know ).

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2021 Negotiating Medical Meetings Contracts 130

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.

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Contracts Negotiating Consulting Financial 78

SmartMeetings

APRIL 10, 2020

As news spread about socially distancing to save lives, planners and hoteliers experienced an evolving understanding of whether coronavirus could be called an “act of God,” which would allow contracted meetings to be called off without liability. The former is due to a contingency spelled out in the contract and therefore triggers no damages.

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Event Planning BluePrint

JUNE 1, 2016

Question: Have you ever run up against a client who suddenly stopped paying for your event services, which left you wondered what to include in your event legal contracts to protect you and your event business? Your Event Legal Contracts. At what point do you sue over breach of contract? (16:29). Geneen via @eventblueprint.

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Contracts Events Event Planning Insurance 90

Social Tables

JUNE 12, 2024

While some planners look for all-inclusive venues with contracted vendors on site, others prefer to find particular vendors that match their event style and message. Request a list of references to be included. Request a sample contract of your event to review and confirm the deposit deadline. a musical festival).

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Endless Events

MARCH 6, 2019

Did you know that venues can receive kickbacks for referring their in-house vendor? For those who don’t really understand, a lot of times, the in-house AV company is contracted by the hotel in a relationship that allows them to kind of work together. Negotiate Before You Sign Contacts. Makes sense right?

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Canadian Special Events

JUNE 9, 2017

Project managers, accountants, designers, and so much more and while we are not lawyers we deal with a lot contracts. Corporate Event Contracts. While we are not lawyers, we should be involved in reviewing contracts, especially if before they are signed. Everything and I mean everything, is negotiable. merchandise sales.

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Negotiating Contracts Entertainment Hospitality 40

SmartMeetings

APRIL 19, 2017

Director of Sales at a venue, usually who will be negotiating your contract with. There is a lot of technical wording in contracts, most of which will be outlined in the contract, but there are a few important terms that you might want to negotiate before the contract is in hand. Force Majeure Clause.

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Food and Beverage Meetings Contracts Negotiating 84

Endless Events

APRIL 8, 2019

“One of the things that I always do when I’m working with a new client is (…) I remove any references to specific equipment, any references to specific types of speakers or projectors or things like that”, says Brandt. How to Win at Negotiating AV Prices for Events . Can I Negotiate Venue AV Charges?

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Endless Events

JULY 26, 2019

Make notes as detailed as possible so when you refer back there isn’t much guessing. . This could reduce your engagement and you might be able to negotiate to have it removed from your screen. . Venue Negotiations . Just like removing AV restrictions to get the best WiFi possible negotiate! Was it fast enough?

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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. Travel refers to the flight costs for the entertainer and whoever travels with them. Know how to negotiate. Lock down the contract.

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Entertainment Contracts Negotiating Travel 87

Eventtia

NOVEMBER 10, 2023

Identify Your Event Management Software Non-negotiables Before deciding, it’s crucial to identify your non-negotiables – the key criteria and requirements your event management software must meet. Here are questions to help you determine your non-negotiables: What are your core functional requirements?

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Event Management Management Negotiating Financial 117

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. . The accessibility section refers to adhering to the schedule of the event.

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Social Tables

APRIL 17, 2019

You can even download a free copy of these simple event statistics to reference anytime. In these instances, it’s important to contract with security companies (especially when there’s alcohol involved), and make sure that all entrances and exits are diligently mapped out prior to the event as well. ” 17.

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Hotels Food and Beverage Negotiating Venues 149

Event Leadership Institute

JULY 28, 2021

If you or your organization require expert assistance, you should contract the services of a professional. Key Takeaways: Be a fully informed planner: read the entire contract, ask questions, and hire a hospitality attorney if you need assistance in reviewing, negotiating, or renegotiating a contract.

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Contracts Negotiating Food and Beverage Hotels 73

EventUp

AUGUST 4, 2020

As you talk to your venue contact there could be details or questions that come up that you’ll want to remember or follow up on either with a vendor, or someone at your company - always write everything down to reference when you need to. A List Of Questions For The Venue. Your Vendors.

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Eventtia

NOVEMBER 10, 2023

Identify Your Event Management Software Non-negotiables Before deciding, it’s crucial to identify your non-negotiables – the key criteria and requirements your event management software must meet. Here are questions to help you determine your non-negotiables: What are your core functional requirements?

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Event Management Management Negotiating Financial 96

TicketBud

DECEMBER 5, 2023

The earlier you can sign a contract, the better chance you have of nailing down special rates. Refer to your past year’s event analysis. As mentioned above, early planning can help you negotiate better deals, secure preferred venues, optimize marketing efforts and lock-in sponsor funding. Remember, logistics take time.

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Marketing Entertainment Negotiating Sponsorships 110

Endless Events

APRIL 26, 2019

Often venues will give you discounts and pressure you to use In-House AV but realize this is completely negotiable and you do not need to. You should actually hire your AV company before you even sign your venue contract. They will also help negotiate out any unnecessary venue fees. Request References.

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Endless Events

NOVEMBER 8, 2019

In fact, many of our clients sign multiple-year contracts and use us for their AV needs year after year. However, as long as you have not signed a contract yet you most likely don’t have to! Everything is negotiable UNTIL you sign a contract. We recommend hiring your AV company before you even sign your venue contract.

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Social Tables

MARCH 2, 2021

As an event planner, you should include a reference to billing for all reasonable business expenses that may be incurred.” This means that your contract should say what clients will and will not be billed for. After, carefully document your time and receipts so your records are easy to reference if needed.

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Endless Events

APRIL 7, 2020

“Force majeure is a legal term that’s been around for a long time and it’s in your contracts, but it’s separate from your contracts”, Josh explains. But they let planners and groups get out of meeting contracts or frankly, any kind of supplier contracts too if they meet certain criteria.

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Contracts Hotels Government Events 91

SmartMeetings

MARCH 9, 2020

Ombuds—previously referred to as ombudsmen—have been around for decades, serving as third-party mitigators and mediators in a wide variety of settings. See also : How to Master the Art of Negotiating. Even if you haven’t heard the term before, you’ve probably been aware of the services an ombuds provides.

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MeetingsNet

OCTOBER 29, 2018

Brought to you by: Being a successful meeting & event planner requires a multifaceted skillset—from people and project management to contract negotiation and technology prowess. A catch-all term that refers to the event's dedicated technician(s). A list of tech fundamentals that will help you align event needs and goals.

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Tech Insurance Contracts Technology 81

Planning Pod

JULY 22, 2024

Here’s how to ensure a seamless, collaborative process (on their end and yours): Contracts/proposals: It’s important that you develop clear, concise proposals and contracts that outline all event details, as well as terms and conditions of your services.

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Social Media Contracts Venues Negotiating 89

Management Events

AUGUST 5, 2024

Testimonials and case studies from your existing clients are great reference s tools for prospects who want to learn a little about you before starting a conversation. Contract Negotiation Is Mutually Beneficial During this critical part of the process, prospects need to be strategic.

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B2B Negotiating Contracts Banking 52

Social Tables

DECEMBER 13, 2016

Lewis, my favorite are his national communication pattern diagrams which can be found on 23 fascinating diagrams reveal how to negotiate with people around the world. Collect References Overseas. When it comes to industry terms the Convention Industry Council’s APEX Industry glossary is worth referring to.

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Social Tables

APRIL 22, 2019

A long-term event planning timeline refers to a chronological series of events and actions that take place over a period of time. It takes careful planning to pay deposits on time and keep track of contracts. Anchors are non-negotiable deadlines that are often determined by key stakeholders and partners. Establish anchors.

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Eventtia

MAY 18, 2022

And while those are part of it, “accommodations” refers to anything the artist will need to ensure a good performance at your event. The items in the rider are typically non-negotiable, so don’t expect any wiggle room from the artist or their agent. Artist Accommodations. For most bookings, you’ll be working with the artist’s agent.

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Management Events

MAY 16, 2023

A great way to get a feel of a vendor’s capabilities is to refer to testimonials and case studies from their other clients. From there, you can also ask for references and gather feedback on their performance, reliability, after-sales services, and more. You must go beyond-surface level evaluation.

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SmartMeetings

NOVEMBER 20, 2019

Their first recommendation was to ask yourself these three questions before you start to plan—and refer to them when you’re making decisions. Also make sure you budget for event insurance—and check for indemnification clauses in your contract with the venue. More : Make Your Event a Grand Success with SWOT Analysis.

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Social Media Sponsorships Speakers Contracts 68

Eventsforce

MAY 22, 2019

This is usually referred to as ‘in kind’ sponsorship. Refer back to your event sponsorship objectives and you will stay on track. Thinking of these scenarios beforehand and setting expectations in your contract can help you avoid these situations. However, money can be provided in other forms and sometimes it will work better.

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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.

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Venues Negotiating Contracts Travel 52