MeetingsNet

APRIL 4, 2024

Planners: Do not sign venue contracts for event production, electrical services, internet access, and support services until you read the full document—especially if you are bringing in an outside audiovisual company for the event, which usually results in extra conditions and raises prices for certain elements.

Contracts 98

Contracts Venues Negotiating Wireless 98

GEVME

APRIL 25, 2018

Have you ever successfully negotiated a price with an event vendor before? Would you document an event budget while considering both the expected and actual costs? To cut down on costs, consider price negotiations, ask event sponsors for some support, and recruit volunteers. Lastly, you have to be a survivor. At the event.

Corporate Events 224

Corporate Events Event Planning Trade Shows Social Media 224

Attendease

APRIL 4, 2024

Think through the resources, staff, budget, venue size, marketing channels, etc., Look for ways to develop efficient workflows, like using event plan ning templates to keep timelines, checklists, and document formats consistent across events. Negotiate ongoing partnerships with venues and vendors to secure bulk discounts.

Event Management 195

Event Management Management Sustainability Corporate Events 195

SmartMeetings

DECEMBER 13, 2019

See also : Win at Negotiating AV Services with Hotels. Negotiate Your AV Costs Before Signing a Contract. You can’t have a successful event without A/V, and most venues won’t let you bring your own in, so they would seem to have you over a barrel. See also : How to Master the Art of Negotiating.

Negotiating 52

Negotiating Food and Beverage Meetings Contracts 52

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

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 104

Venues Hospitality Contracts Events 104

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. Always ask if the rates, F&B minimums, etc.

Contracts 98

Contracts Negotiating 2024 Hotels 98

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

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

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

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 81

Tech Insurance Contracts Technology 81

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

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

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

Smart Meetings

OCTOBER 7, 2024

ASH collaborated with government agencies, airlines, venues and partners to advance medical science based on robust data When the goal is to produce the 66 th anniversary of the premier event in classical and malignant hematology, then doing whatever it takes to get the best in the world to the general session is job one.

Conference 130

Conference Airlines Government 2023 130

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

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 89

Social Media Contracts Venues Negotiating 89

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

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

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

Eventtia

JANUARY 28, 2025

Or worse, your venue suddenly becomes unavailable. Venue Setup and Final Checks : Turn your venue into the event space by focusing on decor, signage, technology, and overall logistics leave no room for last-minute panic. Step 3: Choose the Perfect Venue The venue can make or break your event. Whats your game plan?

Event Planning 62

Event Planning Social Media Speakers Tech 62

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