Social Tables

APRIL 17, 2019

Each week, we email a short survey to a mix of over 23,000 planners, venues, and hotels. 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.

Hotels 149

Hotels Food and Beverage Negotiating Venues 149

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. In this day and age, negotiation skills are even more essential as event professionals strive to deliver memorable experiences while staying on budget.

Negotiating 48

Negotiating Contracts 2024 Events 48

Endless Events

MAY 10, 2018

Finding a conference venue is a lengthy and detailed process. Which venue will be available? The main component of a conference is the venue, it’s where the main show takes place! Finding the perfect conference venue can be challenging. The planning can begin up to a year in advance. Dive in below!

Conference 98

Conference Venues Entertainment Transportation 98

Smart Meetings

DECEMBER 11, 2018

Consider multi-year contracts: Finding new venues every year can be time consuming for all parties involved. Most properties will negotiate for a lower price if they can lock in the business for two or three years. Always pre-con: Before the official event date arrives, smooth out any potential hiccups with the heads of the venue.

Food and Beverage 88

Food and Beverage Negotiating Contracts Speakers 88

Planning Pod

JULY 27, 2022

Here at Planning Pod, we build venue and event management software tools that help our customers close more business, so we want to do everything in our power to help them improve and grow. What are you looking for from a venue/planner? A budget that fits into the price range of booking your venue and/or event services.

Venues 103

Venues Hospitality Contracts Events 103

Endless Events

JULY 26, 2019

There are WAY too many variables to cover and every venue is going to be different. Also, following the show in your post-event meeting document everything you can about what went well and what went wrong. Did attendees find dead zones in the venue? Venue Negotiations . We are also seeing venues bundle AV and WiFi.

Negotiating 112

Negotiating Contracts Venues Wireless 112

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.

Contracts 93

Contracts Negotiating Venues Management 93

Eventinterface

OCTOBER 19, 2017

All documents should be ready in all the languages needed for the meeting. Interpreters are important when you have business negotiations with international participants. They observe proper decorum and have the composure to adapt to different pressures, such as tactics, tensions and negotiation breakdown.

Meetings 113

Meetings Negotiating Social Media Conference 113

EventUp

AUGUST 4, 2020

I try to make the most out of work trips by cramming as many hotel and venue site visits as I can into my schedule while I’m in a city. Pro tip: if your event reoccurs in a specific city each year, or if you know you do a lot of events in a specific city, spend a day after your event looking at different and possible venues!

Negotiating 105

Negotiating Venues Contracts Hotels 105

Eventtia

OCTOBER 20, 2023

Whether deciding on the venue, entertainment, catering, or marketing strategy, knowing the budget constraints and allocations can guide decisions, ensuring that all arrangements are cohesive and within the set financial boundaries. Amenities: When booking a venue, it’s vital to understand what’s included.

Financial 117

Financial Negotiating Entertainment Retail 117

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

EventSource

NOVEMBER 1, 2021

It’s a good idea to break up your budget into different categories, including the venue , vendors, attire, and more. . For paper documents, scan and upload them using an app and store them with the rest of your digital files. As luck would have it, we just so happen to have a handy-dandy free budget calculator for you to use as well.

Negotiating 109

Negotiating Contracts Financial Hotels 109

SmartMeetings

APRIL 19, 2017

Convention and Visitors Bureau , a local organization that can help meeting planners conduct venue and vendor selection at no cost. Convention Services Manager , a venue’s (usually a hotel) point person for coordinating major events and conventions. Director of Sales at a venue, usually who will be negotiating your contract with.

Food and Beverage 84

Food and Beverage Meetings Contracts Negotiating 84

SmartMeetings

AUGUST 8, 2019

Be clear about your goals to determine what destinations or venues will be the perfect fit and the right time of year—summer in the U.S. Negotiate Carefully. International contracts for vendors and venues could require different negotiation tactics than in the U.S. is not the warm season in Australia.

Meetings 85

Meetings Negotiating Travel Contracts 85

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. The process by which the required equipment is loaded into and set up within the venue, and then removed again once the event is over. Load In / Load Out.

Tech 91

Tech Insurance Contracts Technology 91

Endless Events

APRIL 12, 2019

In fact, you should ideally hire your AV company before you even sign your venue contract. If you hire them before the venue they can be your advocate in finding the best location for your event. A good AV company will help you determine if the venue fits your needs and vision. We’ve seen venue WiFi costs grow astronomically.

Negotiating 118

Negotiating Venues Speakers Contracts 118

SmartMeetings

JUNE 13, 2020

You’re supposed to be negotiating one complete document rather than a contract and an addendum. Will the onus be on venues and hotels to follow and enforce physical distancing guidelines put in place by the state or province they’re in? More : Lisa Sommer Devlin on Advanced Hotel Contract Negotiations. More : J.D.

Contracts 109

Contracts Hotels Negotiating Airlines 109

Social Tables

AUGUST 31, 2017

Skip negotiations over event perks. During the early stages of the planning, both sides will waste time negotiating prices for these perks that both sides know the hotel is eventually going to offer at some discounted rate. Instead of wasting time, just skip the negotiations. Click To Tweet. Parking vouchers.

Hotels 79

Hotels Marketing Negotiating Social Media 79

Hubilo Blog

AUGUST 30, 2018

Short lead times and event planners basically revolve around — compromise, negotiations, and smart decisions. According to C&IT magazine’s article , here are a few thoughts expressed by the players in the event industry: Clients, event planners, and venue partners have set the bar at this level collectively by being able to deliver.

Negotiating 80

Negotiating Tech Venues Events 80

Endless Events

NOVEMBER 29, 2021

In a world of lockdowns and social distancing, virtual platforms took over the function of event venues (and then some). T he virtual venue is one of the most important decisions you can make for your long-term event strategy. The Venue Map allows your guests to easily guide themselves. And so naturally, the market followed.

2022 133

2022 2015 2011 2021 133

EventBank Insights

JANUARY 22, 2019

Analyze venue and supplies costs Make sure you know your total cost so you can understand how to price your tickets so that you come out with a profit. Choose a Venue ? Know your minimum and capacities of the venue ? Inquire if the venue has F&B capacities or policies ? Make sure parking is available ? Presentation ?

Event Planning 74

Event Planning 2019 Social Media Negotiating 74

Eventtia

NOVEMBER 10, 2023

This budget should consider your overall event budget, accounting for all event-related costs, including venue rental, marketing, staffing, and more. This not only saves time but also reduces the risk of errors in financial documentation. For example, is the possibility of creating an event landing page non-negotiable?

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. If your client tells you to secure a venue by the end of the month, you can’t wait till next month to deliver a location just because it works better with your schedule. Choose your venue, caterer, and other main vendors.

Event Planning 138

Event Planning Food and Beverage Events Speakers 138

ePly

AUGUST 2, 2024

This list should include everything from ticket sales and sponsorships to venue costs and marketing expenses. A well-documented list will provide a clear picture of your financial landscape, enabling you to make strategic decisions to stay within budget. When evaluating potential venues, consider the features and services they offer.

Food and Beverage 62

Food and Beverage Negotiating Financial Sponsorships 62

Planning Pod

JULY 22, 2024

Planning Pod’s comprehensive event and venue management solution gives you the ability to create seamless touchpoints with clients and centralize communication so nothing slips through the cracks. And consider incorporating virtual tours and 360-degree venue views to give people a realistic sense of what it’s like to be in your venue.

Social Media 88

Social Media Contracts Venues Negotiating 88

Planning Pod

JULY 25, 2019

Personnel and vendors – For coordinating staff, clients, contractors and volunteers as well as selecting and managing vendors , venues, speakers and other content providers. 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

Smart Meetings

MARCH 7, 2022

Offering value at each stage of the sales funnel, events offer a venue for upselling and finding new clients, cultivating and strengthening relationships with partners, customers and internal stakeholders, too. Read More : Harness the Power of Negotiation for Post-Covid Success. Time for Disruption. Evolutionary Changes.

Technology 105

Technology Event Technology Negotiating Events 105

Eventtia

NOVEMBER 10, 2023

This budget should consider your overall event budget, accounting for all event-related costs, including venue rental, marketing, staffing, and more. This not only saves time but also reduces the risk of errors in financial documentation. For example, is the possibility of creating an event landing page non-negotiable?

Event Management 96

Event Management Management Negotiating Financial 96

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. You will want to ensure the materials included will provide sufficient volume for the size of the venue.

Contracts 135

Contracts Speakers Negotiating Insurance 135

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

Planning Pod

JULY 13, 2022

Running a non-profit event space like a museum, library or historic venue (or even an indoor/outdoor venue like a zoo or botanical garden) requires a bit more organization than the typical venue. We had an in-house system for managing staffing and company documents.

Event Management 78

Event Management Management Contracts Venues 78

Eventscase Blog

OCTOBER 24, 2023

Communication on the day of an event between relevant parties is also crucial to ensure that the event and planned activities run smoothly.

Corporate Events 97

Corporate Events Trade Shows Event Management Event Planning 97

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. Check venue availability and pricing. Negotiate terms and specifics with the venue.

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. Check venue availability and pricing. Negotiate terms and specifics with the venue.

Event Planning 78

Event Planning Food and Beverage Social Media Speakers 78

Planning Pod

JULY 9, 2021

When wedding planners and/or wedding venues are considering using our software, they often ask how Planning Pod compares to our competitors … that is, Planning Pod vs Aisle Planner vs Honeybook. Venue + Room & Space Management. Our platform is also extremely well-suited for venue management. Sign up for a free trial !

Food and Beverage 78

Food and Beverage Contracts Venues Management 78

Endless Events

MARCH 4, 2020

And you’re visiting a potential venue, so there are a million other things on your mind. After this, your next venue visit will be that much easier. As you’re doing this, you might want to turn this into your own checklist and actual physical document. Venue Guidelines. – Video Transcription.

Venues 128

Venues Contracts Conference Insurance 128

Expo Pass

JULY 2, 2024

What factors should you consider when selecting a venue? It’s about basing venue selection on attendee interests. Venue selection factors Attendee interests Budget Public transport (is it nearby?) Surrounding amenities A/V & WiFi resources Attendee numbers (is there enough space?) Orlando was built for conferences.

Travel 78

Travel Transportation Contracts Hotels 78