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. And remember, everything is open to negotiation.

Contracts 98

Contracts Negotiating 2024 Hotels 98

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

Endless Events

APRIL 9, 2021

Check out the full document to know how much you can expect to spend on each! Creative Services: Talent management, storyboarding, speaker coaching. Equipment: Speakers, cameras, microphones, staging. These basics include: Marketing & PR: Through which avenues are you promoting your event?

2021 133

2021 Entertainment Negotiating Events 133

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

Social Tables

JANUARY 17, 2018

Under this section of your list, you can add details such as research costs of rentals or negotiate a discount with vendors. 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. It isn’t just a to-do list.

Event Planning 137

Event Planning Social Media Entertainment Event Design 137

Expo Pass

APRIL 3, 2019

Your production team’s main focus will be speaker line-up, the creation of session material, and overall, making the magic happen. Curious about how to get in touch with a speaker you loved? Meeting specific speakers in the industry? This can be through three things: speakers, sessions, or networking. Networking?

Education 113

Education Speakers Events Negotiating 113

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

Eventtia

OCTOBER 20, 2023

Navigating these differing views requires diplomacy and negotiation skills, as disagreements can potentially lead to conflicts or jeopardize the event’s success if not adequately addressed. Speakers, Influencers, and KOLs Professional Fees: Big-name influencers and KOLs naturally charge more due to their reputation and demand.

Financial 117

Financial Negotiating Entertainment Retail 117

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

Techsytalk

APRIL 12, 2019

Always NEGOTIATE boilerplate. Negotiate the scope, narrow it so it is fair to both sides.” “One should confirm all conversational agreements in a follow up email for clarity and documentation. .” “One should confirm all conversational agreements in a follow up email for clarity and documentation.

Negotiating 95

Negotiating Contracts Consulting Speakers 95

Endless Events

APRIL 12, 2019

They will also help negotiate out any unnecessary venue fees. If they are not included you can try to negotiate this fee out before signing. #11. If your room is exceptionally large the back row might need “delayed” speakers to provide additional sound. This will save a lot of hassle and help your budget. #14. Skimping on Audio.

Negotiating 118

Negotiating Venues Speakers Contracts 118

Endless Events

NOVEMBER 29, 2021

Pre-recorded sessions allow for the speaker to join the right-side toolbar to answer questions asked in the Q&A panel with video participation in real-time. Feature : If fully immersive 3D is among your non-negotiables for your event platform, EXVO just might be the right fit for you. Albert’s Aha! Albert’s Aha! Albert’s Aha!

2022 133

2022 2015 2011 2021 133

Eventtia

NOVEMBER 10, 2023

Event mobile apps offer many features, including event schedules, interactive maps, speaker information, and real-time updates. This not only saves time but also reduces the risk of errors in financial documentation. Here are questions to help you determine your non-negotiables: What are your core functional requirements?

Event Management 117

Event Management Management Negotiating Financial 117

Social Tables

APRIL 22, 2019

Anchors are non-negotiable deadlines that are often determined by key stakeholders and partners. 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

Endless Events

FEBRUARY 5, 2020

Keep in mind that AV quotes will come in various types of forms, excel documents and software. The audio section will contain all information related to sound including speakers, soundboards, amps and the sound system at the venue. If you find out they charge you for 4 days, you may be able to negotiate that down to 2.5

Contracts 135

Contracts Speakers Negotiating Insurance 135

Hubilo Blog

AUGUST 30, 2018

Short lead times and event planners basically revolve around — compromise, negotiations, and smart decisions. Minimal chance for negotiations/discounts — The most troubling thought lingering in the minds of organisers is how not to increase the spending by a single penny. . Be very specific with your requirements in the proposal.

Negotiating 80

Negotiating Tech Venues Events 80

SmartMeetings

JUNE 13, 2020

You’re supposed to be negotiating one complete document rather than a contract and an addendum. More : Lisa Sommer Devlin on Advanced Hotel Contract Negotiations. You’re not changing any real terms of the contract; you’re clarifying something that you left out. More : J.D. Devlin: Contracts Made Easy.

Contracts 109

Contracts Hotels Negotiating Airlines 109

SmartMeetings

NOVEMBER 20, 2019

Presenters and Speakers. How do you find a great speaker? National Speaker’s Association and speakers bureaus are also great resources. When you select a speaker, you’ll probably get a rack rate: Don’t forget that presenters’ rates can depend upon their preferences. Never underestimate the power of social media.

Social Media 68

Social Media Sponsorships Speakers Contracts 68

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. Look into associated costs like food and beverage, AV, and parking – are these included, where can you negotiate? Will you have paid speakers, performers, or special guests?

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. Look into associated costs like food and beverage, AV, and parking – are these included, where can you negotiate? Will you have paid speakers, performers, or special guests?

Event Planning 78

Event Planning Food and Beverage Social Media Speakers 78

Eventtia

NOVEMBER 10, 2023

Event mobile apps offer many features, including event schedules, interactive maps, speaker information, and real-time updates. This not only saves time but also reduces the risk of errors in financial documentation. Here are questions to help you determine your non-negotiables: What are your core functional requirements?

Event Management 96

Event Management Management Negotiating Financial 96

Planning Pod

JULY 25, 2019

Communications – For event collaboration and communication via email and text messaging among team members, contractors, vendors and speakers as well as with attendees. No more details scattered across event spreadsheets/templates , documents and post-its. Oh, and no more lost files or emails. Automation of processes.

Event Management 112

Event Management Management 2019 Social Media 112

Eventtia

OCTOBER 9, 2023

What should you do when your key speaker suddenly cancels five days before the event? Negotiate terms. Identify and secure your event speakers The right speakers or talents can be a game-changer for any event, especially in retail. Negotiate mutually beneficial terms. Document everything. Strike a fair deal.

Event Planning 88

Event Planning Retail Social Media Speakers 88

Planning Pod

MAY 3, 2017

In addition, they should be at the top of the 1-page leave-behind document you will provide to the exec (more on this later). This includes not sharing things like potential venues, speakers/performers, food-and-beverage option, etc. Think of this document like a 1-page business plan that gives the highlights of your event idea.

Event Ideas 142

Event Ideas Food and Beverage Events Marketing 142

ePly

AUGUST 2, 2024

A well-documented list will provide a clear picture of your financial landscape, enabling you to make strategic decisions to stay within budget. Additionally, they may be more willing to negotiate prices or provide discounts in exchange for exposure and promotion at your event.

Food and Beverage 62

Food and Beverage Negotiating Financial Sponsorships 62

Eventtia

OCTOBER 20, 2022

Determine your must-have needs from a venue before negotiating and committing to a venue. Estimate your budget while considering high-level expense elements, including: Venue cost (for an in-person or hybrid event) Virtual event platform ( for a virtual event ) Catering Staff and volunteers Talent fees (for speakers, presenters, etc.)

Event Planning 62

Event Planning Sponsorships Food and Beverage Social Media 62

Planning Pod

JUNE 23, 2023

With ChatGPT , planners can quickly generate wide-ranging content, from event agendas and speaker biographies to marketing materials, such as social media posts and emails. Not only can AI speakers help organizers reduce their planning costs, but it’s possible to generate high-quality speeches in seconds for efficient virtual event planning.

Event Management 78

Event Management Management Speakers Technology 78

Endless Events

JULY 23, 2021

Keep in mind that AV quotes will come in various types of forms, excel documents and software. The audio section will contain all information related to sound including speakers, soundboards, amps and the sound system at the venue. If you find out they charge you for 4 days, you may be able to negotiate that down to 2.5

Contracts 118

Contracts Negotiating Venues Wireless 118

Eventtia

APRIL 18, 2022

You’ll have more options, whether it’s the venue, speakers, date/time, and you’ll also have more time to promote the event and to deal with any issues that may come up. Negotiate details with the venue. Talent/speaker fees. Identify speakers/talents/presenters. Determine your requirements and needs.

Social Media 62

Social Media Sponsorships Speakers Contracts 62

Expo Pass

JULY 2, 2024

When negotiating your venue contracts, try to get free WiFi or, if not free, negotiate a more manageable price. Our speakers address unanswered questions. If the luggage is going to be delayed further and your event continues, you may need to do some local shopping for that speaker. Additional Q&A.

Travel 78

Travel Transportation Contracts Hotels 78

Eventtia

OCTOBER 10, 2023

Also, it will help you identify your event’s requirements and the non-negotiable capabilities for its success. Negotiate Pricing and Review the Legal and Technical Requirements Before finalizing your choice, ensuring that all contractual, financial, and technical aspects are aligned with your organization’s interests is crucial.

Negotiating 118

Negotiating Retail Financial Management 118

Endless Events

MAY 10, 2018

How do you find the right speakers? This audience would expect innovative speakers and focused information on the latest technology. When will your speakers come on? The traditional spreadsheet are always our go-to, however, tools such as Xero or Quicken are great modern tools to help support your main tracking document.

Conference 98

Conference Venues Entertainment Transportation 98

ePly

FEBRUARY 26, 2024

Gathering and confirming your speakers, etc. Negotiating your vendor pricing (get everything in writing). Setting a structured timeline with non-negotiable deadlines (but be sure to include some undisclosed buffer time). You can do this by determining your budget and assembling your event coordination team.

Negotiating 62

Negotiating Insurance Events Marketing 62

Endless Events

OCTOBER 25, 2022

It’s easy to get excited about sourcing speakers, finding sponsors, and booking your venue, but you can’t overlook an often-forgotten component of event planning: event branding. . Your logo is non-negotiable. This document should list your color hex codes, fonts, sizing, logo, and messaging rules at a minimum.

Social Media 77

Social Media Event Planning Negotiating Events 77

The MICE

JUNE 3, 2022

So we negotiated client-friendly terms for all cancelled trips under very good conditions, and for all projects which were upcoming, that the payment would be postponed as well. We are not in this business, but everybody is used to negotiating things, to talking about things in online meetings. You always need a backup.

Travel 64

Travel Negotiating Sustainability Airlines 64

Social Tables

JUNE 29, 2023

Operations managers negotiate prices, book vendors, place supply orders, and communicate vendor details between the planning team, venue, and benefiting organization. Practice running through the entire event with speakers, staff, and the nonprofit event planning team. Reiterate the event date, location, and time.

Event Planning 78

Event Planning Social Media Advertising Banking 78

Hubilo Blog

OCTOBER 15, 2021

Negotiate contracts with various vendors, hotels, caterers, and speakers. Don’t forget to document all these details. Document everything. The right speakers can bring life to an event. It could be a motivational speaker or a subject matter expert. Event speaker checklist. Decide the theme.

Event Planning 52

Event Planning Corporate Events Contracts Social Media 52