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. The negotiation phase is a good time to ask the hotel partner for ways to save—by using the same AV set-up as an event pre or post to share set-up costs for instance. hereinafter referred to as “Vendor”).

Contracts 98

Contracts Negotiating 2024 Hotels 98

Social Tables

APRIL 17, 2019

You can even download a free copy of these simple event statistics to reference anytime. Meanwhile attendees are putting more emphasis on food and beverage, forcing planners to get creative and make F&B a prime focus. Both planners and venues agree, the hotel contract negotiation process could be a lot better.

Hotels 149

Hotels Food and Beverage Negotiating Venues 149

Planning Pod

SEPTEMBER 9, 2024

Conversely, if you see an increase in costs, analyze your expenses to identify areas where you can cut back or negotiate better deals with suppliers. Make the effort to identify areas where you can cut costs without compromising quality, such as negotiating better deals with suppliers, streamlining operations, or reducing waste.

Food and Beverage 89

Food and Beverage Negotiating Sustainability Marketing 89

Event Leadership Institute

JULY 28, 2021

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. If you or your organization require expert assistance, you should contract the services of a professional.

Contracts 73

Contracts Negotiating Food and Beverage Hotels 73

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. Anchors are non-negotiable deadlines that are often determined by key stakeholders and partners. Event timelines — a sequence of events at defined dates — are often used for project management.

Event Planning 138

Event Planning Food and Beverage Events Speakers 138

ePly

JUNE 21, 2023

Did you know that food and beverage (F&B) expenses are among the most significant expenses associated with any event? First and foremost, food and beverage are some of the most memorable aspects of any event. Negotiating is recommended and should be seen as a crucial aspect of your event planning strategy.

Food and Beverage 48

Food and Beverage Negotiating Events Trade Shows 48

Planning Pod

FEBRUARY 8, 2017

Often we as event professionals think of the attendee experience first – like food-and-beverage, venue location, speaker and entertainment considerations – and then tack on event security much later. In fact, we often approach it much like we do insurance. Focus first on people and context, then on technology and tools.

Insurance 122

Insurance Food and Beverage Venues Events 122

Guidebook

JANUARY 8, 2024

Look into associated costs like food and beverage, AV, and parking – are these included, where can you negotiate? Negotiate terms and specifics with the venue. Food and Beverage Consider and confirm the event’s food and beverage needs. Check venue availability and pricing.

Event Planning 78

Event Planning Food and Beverage Social Media Speakers 78

Guidebook

JANUARY 8, 2024

Look into associated costs like food and beverage, AV, and parking – are these included, where can you negotiate? Negotiate terms and specifics with the venue. Food and Beverage Consider and confirm the event’s food and beverage needs. Check venue availability and pricing.

Event Planning 78

Event Planning Food and Beverage Social Media Speakers 78

Master the Event

DECEMBER 13, 2023

Usually rounds are used during a meeting if there will be food and beverage offered either before, during or after. When Rounds are used for a conference meeting, the setups is usually referred to as a half round. Negotiating meeting rooms are commonly set up this way. Basically the set up completes a square.

Conference 40

Conference Food and Beverage Meetings Negotiating 40

Planning Pod

JULY 9, 2021

Food-and-Beverage Management. You can quickly and easily add estimated, negotiated and actual costs, track payments and payment due dates for each line item, and view remaining amounts due. food-and-beverage packages and variable pricing options. Task & Project Management. Files & Note Management.

Food and Beverage 78

Food and Beverage Contracts Venues Management 78

SpotMe Blog

JUNE 13, 2023

They can often negotiate better deals and availability. Pharmaceutical meeting planners handle it all – from venue selection and food and beverage to HCP attendee management, content creation, and more. Ask for references from past clients to get a sense of their level of customer service and support.

Event Management 130

Event Management 2023 Management Healthcare 130

Eved

JULY 3, 2017

This report will provide total spend by category, such as Decor, Food and Beverage, Transportation, etc. And a spend by category report with accurate, up-to-date numbers will also give you that much more buying and negotiating power with your suppliers. The remaining 20% of your spend is referred to as tail-spend management.

Contracts 40

Contracts Meetings Negotiating Food and Beverage 40

The Castle Group

SEPTEMBER 26, 2023

Working with an agency can help save time and money due to the company’s efficiencies, negotiating expertise, and vendor relationships/purchasing power. An events agency can help provide strategic insight, manage the project timeline, source and coordinate vendors, drive deliverables, execute the program onsite, and help you sleep at night!

Event Management 52

Event Management Management Sustainability Food and Beverage 52

Eventtia

OCTOBER 9, 2023

Negotiate terms. Negotiate mutually beneficial terms. Food and beverage arrangements Marketing and promotion materials Event setup and breakdown schedule Make any necessary adjustments to the event master plan based on feedback from your team members. Initiate conversations. Strike a fair deal. Document everything.

Event Planning 88

Event Planning Retail Social Media Speakers 88

Planning Pod

FEBRUARY 8, 2017

Often we as event professionals think of the attendee experience first – like food-and-beverage, venue location, speaker and entertainment considerations – and then tack on event security much later. In fact, we often approach it much like we do insurance. Focus first on people and context, then on technology and tools.

Insurance 60

Insurance Food and Beverage Venues Events 60

Stova

MARCH 17, 2023

Three cost-saving tactics executives are currently deploying to make their event budget plan: Controlling costs on hotel rooms, meeting rooms, food and beverage, concessions, and travel. Food How much will food cost? Consolidating technology into an end-to-end event automation platform. Paying for that attrition is not.

2023 40

2023 Food and Beverage Social Media Negotiating 40

Stova

MARCH 16, 2023

This is a bit of a joke, but they may very well have expectations regarding food and beverage that you may be unaware of unless you ask. Negotiate favorable rates with offsite venues and vendors. A bit of negotiation is expected both on the venue’s side and with your stakeholders. Speaking of which.

Management 40

Management 2023 Meetings Negotiating 40

Cvent: Event Marketing

APRIL 10, 2019

More people mean a larger venue and more food, but it could also mean a greater return on investment. The venue, food, and entertainment are high-price items. Want to break down costs into categories such as venue, food, promotion, and more? Negotiate better deals with vendors and suppliers based on transaction history.

Event Planning 46

Event Planning 2019 Food and Beverage Social Media 46

Attendease

OCTOBER 15, 2024

Plus, you can explore all your options without feeling rushed, negotiate better rates, and have ample time for promoting and building excitement around the event. Having multiple perspectives helps you cater to different needs and tastes when selecting things like food, décor, and entertainment. Need to find the perfect venue ?

Food and Beverage 195

Food and Beverage Entertainment Corporate Events Venues 195

TicketBud

DECEMBER 13, 2023

This enables organizers to devise backup plans, forge partnerships, and negotiate favorable deals with vendors to ensure that the event stays on track throughout planning and execution. An early start means more time to shop around for bargains, establish partnerships and negotiate with vendors.

Negotiating 113

Negotiating Financial Food and Beverage Sponsorships 113

Stova

MARCH 17, 2023

The Event Planner's Guide to Venue Sourcing and the RFP Process This guide examines a shift event professionals are experiencing in negotiation power with venues. For the first time in decades, event professionals are in command of the venue negotiation and selection process. The sharing economy is giving power back to the user.

Venues 40

Venues Negotiating 2023 Food and Beverage 40

Capterra Event Management

FEBRUARY 14, 2018

Bookmark it, print it out and mark it up, and reference it whenever it’s time to kick off your planning process. Catering (bartenders, servers, food, beverages, linens, table settings). Reference this list frequently while you’re looking and touring. Let’s dive in! Develop a vision for your event.

Social Media 110

Social Media Advertising Food and Beverage Speakers 110

Canadian Special Events

SEPTEMBER 1, 2016

Preparing a clear and concise terms of reference can assist you in sharing your expectations with your senior volunteers and committee. Whether it is a live performance, art installation, sponsor activation, or a variety of food and beverage samplings, guests are excited about what they will discover. successful.

Food and Beverage 64

Food and Beverage Social Media Entertainment Hospitality 64

Planning Pod

JANUARY 25, 2017

In-kind sponsorship opportunities (this could be a long list but can include food, beverage, printing, a/v, entertainment, transportation, decor/floral, PR, etc.). “Understanding your participants’ purchasing power is one of the keys to negotiating with and securing event sponsors,” says Evan Harris.

Sponsorships 129

Sponsorships Social Media Negotiating Marketing 129

Event Planning BluePrint

APRIL 5, 2022

Be reasonable, but the strong negotiator. Michelle said those experiences gave her a “more holistic approach of producing with an emphasis on design, food and beverage, and service.”. Emphasize soft skills, like organization, negotiation and attention to detail. Be able to anticipate the unexpected.

Trade Shows 62

Trade Shows Food and Beverage Negotiating Social Media 62

Event Planning BluePrint

APRIL 5, 2022

Be reasonable, but the strong negotiator. Michelle said those experiences gave her a “more holistic approach of producing with an emphasis on design, food and beverage, and service.”. Emphasize soft skills, like organization, negotiation and attention to detail. Be able to anticipate the unexpected.

Trade Shows 62

Trade Shows Food and Beverage Negotiating Social Media 62

Planning Pod

AUGUST 24, 2019

Important Note: There seems to be some confusion in the event industry (and even in Google’s search results) as to what event marketing actually is, and this is because some people use the term “event marketing” to refer to events that are planned for the purpose of promoting and marketing a specific brand, product or service.

Event Marketing 131

Event Marketing Marketing Social Media Speakers 131

Planning Pod

AUGUST 24, 2019

Important Note: There seems to be some confusion in the event industry (and even in Google’s search results) as to what event marketing actually is, and this is because some people use the term “event marketing” to refer to events that are planned for the purpose of promoting and marketing a specific brand, product or service.

Event Marketing 60

Event Marketing Marketing Social Media Speakers 60

Guidebook

MARCH 7, 2025

Remember to factor in additional costs like food & beverage minimums, AV (audiovisual), and parking. Sign a contract with your selected venue and negotiate terms early. Begin contract negotiations and confirm key details. Research potential venues and locations, then put together a shortlist of your favorites.

Social Media 78

Social Media Speakers Sponsorships Contracts 78

PCMA Convene

MARCH 6, 2019

In the 28th Annual Meetings Market Survey, respondents listed rising food and beverage costs as a major challenge. Nearly 30 percent of respondents’ answers in some way reference budgets or rising costs this year, with AV, food and beverage, and Wi-Fi expenses standing out as particular pain points. Climate change.

Food and Beverage 91

Food and Beverage Meetings Negotiating Hotels 91