MeetingsNet

FEBRUARY 7, 2023

A recent survey takes the pulse of meeting planners, asking about budgets, contracts, airfares, virtual meetings, and more. Contracts: The survey asked planners about their number-one concern when negotiating a contract. Only two percent of respondents said force-majeure negotiations was their biggest concern.

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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?

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Negotiating Transportation Contracts Events 168

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.

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Food and Beverage Venues Transportation Contracts 166

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?

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Conference Venues Food and Beverage Transportation 149

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. ground transportation. This may include: hotel rooms.

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Negotiating Contracts Entertainment Hospitality 40

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. Transportation vendors. The layout of an event venue plays a prominent role in the transportation vendors required to accommodate attendees. a musical festival).

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Contracts Food and Beverage Entertainment Venues 158

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.

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Negotiating Contracts Transportation Insurance 81

Social Tables

NOVEMBER 23, 2017

Negotiate with vendors. If you have an annual event, try to negotiate a multi-year contract where you get a discount if you commit to exclusively using their business. This not only applies to catering, but also transportation, rental space, floral, hotels, and dining establishments. Better events, no stress.

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Event Ideas Food and Beverage Social Media Entertainment 156

PCMA Convene

DECEMBER 9, 2024

Labor costs, particularly union labor and in-house AV contracts, are viewed as excessive, and the lack of flexibility to negotiate better rates leads to resentment. A common theme of budgets decreasing, expenses increasing reflects how planners feel stuck between adhering to tight budgets and meeting high attendee expectations.

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Negotiating 2024 Contracts Transportation 115

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."

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Meetings Contracts Food and Beverage Hotels 89

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.

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Food and Beverage Contracts Negotiating Financial 86

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.

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Entertainment Conference Negotiating Contracts 100

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.

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2019 Meetings Insurance Negotiating 89

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.

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Entertainment Contracts Negotiating Travel 87

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.

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Contracts Insurance Government Travel 51

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?

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Negotiating Transportation Contracts Events 120

Smart Meetings

NOVEMBER 13, 2024

“We had AJR coming to perform, and we spent so much time with Marty trying to find something within Bellevue, because we didn’t want to take attendees out of Bellevue, and we were so worried about coordinating transportation to Seattle.” AJR performing at MoPop “We were so worried about the transportation, but it turned out to be nothing.

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2024 Tech Transportation Negotiating 84

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

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.

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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.

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Contracts Transportation Negotiating Events 98

Smart Meetings

NOVEMBER 13, 2024

Learn More: From Checkboxes to Strategy: Implementing and Leading Sustainable Event Practices Topics included AI adoption, succession planning, contract negotiations, neurodiversity affordances, transportation management and sustainable sourcing.

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Insurance 2024 Financial Negotiating 97

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.

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Meetings Negotiating Travel Contracts 85

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?

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Travel Contracts Hotels Transportation 119

Planning Pod

APRIL 12, 2020

For each budget line item, you should account for the following: Estimated amount (how much you want to spend) Negotiated amount (the agreed upon price with your supplier) Actual amount (invoiced amount) Amount paid to date Amount still owed Payment due dates w/ amounts due. Event Income.

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Food and Beverage Social Media Insurance Entertainment 206

Eventscase Blog

SEPTEMBER 18, 2024

They also manage all logistical aspects, such as seating arrangements, catering, and transportation, ensuring a smooth experience for attendees. This includes negotiating with vendors, securing services, and maintaining a contingency fund for any unforeseen costs. What is an event organiser’s role in this?

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Negotiating Contracts Transportation Financial 98

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.

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Venues Insurance Transportation Events 106

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.

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Negotiating Travel Contracts Transportation 65

PCMA Convene

MARCH 14, 2018

Attendee numbers in some areas; convention center size in other areas; shuttle transportation to/from venues in large cities. Negotiating favorable room rates for budget conscious attendees. Our contracts are getting tougher to negotiate to minimize our risk for late cancellation. Attendance.

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Negotiating 2010 Travel Healthcare 86

Event Planning BluePrint

FEBRUARY 9, 2024

Today, I am sharing some of those insights, particularly focusing on the aspects of vendor and venue selection, negotiation strategies, and understanding contracts—key components that can make or break an event. Negotiation Strategies: Maximizing Your Event Budget Negotiating with vendors and venues is an art.

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Venues Negotiating Contracts Insurance 62

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.

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Smart Meetings

FEBRUARY 21, 2025

Rising costs for venues, catering, A/V services, and transportation mean they are constantly looking for the best value. Unexpected cancellations, attendance fluctuations, and travel restrictions have made rigid contracts a dealbreaker. Reliable internet, A/V capabilities, and streaming options are non-negotiable.

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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.

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2021 Negotiating Medical Meetings Contracts 52

Meeting Application

MAY 30, 2017

Negotiation Is Key. But if it’s within an acceptable range, you might need to negotiate a little bit to ensure you don’t spend too much on the booking. While agents will naturally try to secure the most amount of money possible for their client, you always have room to negotiate.

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Negotiating Contracts Travel Entertainment 65

SmartMeetings

MARCH 14, 2017

Contingency plan – According to research from the Incentive Research Foundation , 54 percent of planners include contingency plans in all of their contracts with partners and vendors. During negotiations, ask presenters to recommend a stand-in in the event they can’t make it. Make transportation as easy as possible.

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Negotiating Transportation Travel Speakers 63

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. •

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Venues Negotiating Food and Beverage Contracts 52

EventBank Insights

JANUARY 22, 2019

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. ? Select an ideal venue and negotiate details ? No one will negotiate terms with you for sponsorship deals if you don't have a good speaker lineup 3 Months in Advance ?

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Event Planning 2019 Social Media Negotiating 74

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.

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Contracts Site Selections Entertainment Hotels 59