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.

Food and Beverage 206

Food and Beverage Social Media Insurance Entertainment 206

Smart Meetings

SEPTEMBER 24, 2024

Read more: Helpful Budget Tips for Event Planners in a Post-Covid World Working with Third-Party Agencies Many third parties provide sourcing only, meaning they will find the destination, and other will assist in sourcing as well as contract negotiations.

Negotiating 98

Negotiating Management Contracts 2028 98

SmartMeetings

JUNE 3, 2019

Food and beverage is an essential element of any gathering—and it is also one of the costliest. It’s unfortunate that copious amounts of food go to waste, but event professionals need to ensure there is something for everyone and that there is enough. With VR, planners can cut out travel, hotel stays and transportation expenses.

Food and Beverage 86

Food and Beverage Contracts Negotiating Financial 86

Social Tables

JUNE 12, 2024

Planners may rely on one or two vendors for smaller events, like a business luncheon, while food vendors may make up as much as 5% of the total attendee count at massive outdoor events (e.g., Food & and beverage suppliers. Food and beverage (F&B) suppliers play a significant role in most events.

Contracts 158

Contracts Food and Beverage Entertainment Venues 158

SmartMeetings

APRIL 3, 2020

Negotiation is more essential than ever for achieving cost savings, and planners should work closely with partners — including DMCs, hotels, speaker bureaus, and food and beverage vendors — to identify creative opportunities for doing more with less. Work with Partners—and Haggle. Keep F&B Simple.

Financial 95

Financial Insurance Meetings Food and Beverage 95

SmartMeetings

JULY 25, 2019

The cost is normally cheaper for the company and as guests don’t have to buy their own food and drinks, there are fewer out-of-pocket costs for them. During your two- or three-night site inspection and prior to signing a contract, Wendell’s smart tip is “ negotiate, negotiate, negotiate. The pros center around cost.

Negotiating 81

Negotiating Contracts Transportation Insurance 81

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.

Negotiating 39

Negotiating Hotels Food and Beverage Venues 39

MeetingsNet

MAY 16, 2019

To help meeting groups mitigate cancellation-related costs, Amsterdam-based CXL-Events.com launched this week as an online marketplace for reselling and purchasing contracted elements of meetings and special events, including guest rooms, venue rentals, catering and audiovisual services, group tours, transportation services, and other items.

Meetings 89

Meetings Contracts Food and Beverage Hotels 89

MeetingsNet

NOVEMBER 8, 2022

How to stretch your event budget for food and beverage, event tech, ground transportation, and venues. Mike May, president of Brightspot Incentives & Events, said he tells clients to expect increases of around 30 percent for airfares, 20 percent for guest rooms, and 10 percent for food and beverage.

Food and Beverage 59

Food and Beverage Meetings Transportation 2023 59

Brown Paper Tickets

MARCH 30, 2018

Decide how much you can spend on performers, vendors and venues before going into negotiations so you don’t sink into debt. Check out the parking and/or public transportation situation. If you are hosting a food and beverage festival – you likely already have the food all planned out. Book Talent.

Food and Beverage 78

Food and Beverage Negotiating Social Media Transportation 78

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.

Contracts 98

Contracts Negotiating 2024 Hotels 98

Hubilo Blog

AUGUST 27, 2018

Negotiation capabilities. · First and the most important thing is parking spaces, transportation availability, distance to airports and railway stations. Food and Beverages. Any event is empty without a picture taken by attendees of food, desserts, and heart stealing beverages. Payment requirements. ·

Venues 80

Venues Management Food and Beverage Event Apps 80

SpotMe Blog

MAY 31, 2023

You have to consider the costs of: Venue rental Catering Transportation and accommodation for attendees Marketing and promotion Staffing and event production Technology like Wi-Fi, audio/visual equipment, and live streaming The total cost can easily reach tens or even hundreds of thousands of dollars for large events.

2023 130

2023 Technology Event Apps Social Media 130

ePly

AUGUST 2, 2024

For example, a catering company might provide food at a reduced rate or a local florist might donate floral arrangements. Additionally, they may be more willing to negotiate prices or provide discounts in exchange for exposure and promotion at your event. These donations can include products, services, or even volunteer time.

Food and Beverage 62

Food and Beverage Negotiating Financial Sponsorships 62

ePly

AUGUST 2, 2024

For example, a catering company might provide food at a reduced rate or a local florist might donate floral arrangements. Additionally, they may be more willing to negotiate prices or provide discounts in exchange for exposure and promotion at your event. These donations can include products, services, or even volunteer time.

Food and Beverage 62

Food and Beverage Negotiating Financial Sponsorships 62

Cvent: Event Marketing

MAY 14, 2019

At each hotel, make certain you do the following: Spend time with the chef and taste multiple food samplings of the type of menu your attendees are most likely to enjoy. Meet with the catering manager and review food and beverage minimums. What about cleanliness, flow and ground transportation? What is the weather like?

Food and Beverage 66

Food and Beverage Hotels Transportation Negotiating 66

Bizzabo

AUGUST 13, 2018

Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive by air, rail or automobile. Don’t be afraid to negotiate! Food and Beverage: Parched throats? Most venues provide onsite food and beverage facilities. Source: EventMB.

Venues 115

Venues Conference Food and Beverage 2014 115

MeetingsNet

NOVEMBER 8, 2022

Anticipate spending more time researching vendors and negotiating on price. Find cost savings tips for event tech, ground transportation, F&B, and venues, here. • Premium food options. MORE MEETING COST-SAVINGS I DEAS: Click here for the full feature or on a catergory below: Food and Beverage. Drink tickets.

Food and Beverage 59

Food and Beverage Meetings Transportation Consulting 59

PCMA Convene

NOVEMBER 23, 2021

COP26 is shorthand for the 26th United Nations Climate Change Conference of the Parties, a summit which brought leaders from more than 130 nations together to negotiate a global plan to address climate change. It also was the site for negotiations. People said, ‘If we have to do this, we will — but we cannot negotiate.

Negotiating 98

Negotiating Sustainability 2030 Government 98

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. • Event-Tech.

Venues 52

Venues Negotiating Food and Beverage Contracts 52

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. Print signage.

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. Print signage.

Event Planning 78

Event Planning Food and Beverage Social Media Speakers 78

Master the Event

NOVEMBER 10, 2023

This provides the meeting planner an opportunity to negotiate with a four or five star hotel where otherwise, say July or August, he or she may have had to negotiate with a three-star property. A meeting planner will have much more bargaining power for room rates, food and beverage etc. Transportation.

Meetings 40

Meetings Negotiating Food and Beverage Transportation 40

Expo Pass

JULY 2, 2024

Educate yourself to ensure it has everything you need, including public transport, restaurants, and other amenities. Venue selection factors Attendee interests Budget Public transport (is it nearby?) Its large bus lanes make transporting attendees to the main venue and throughout the city easy.

Travel 78

Travel Transportation Contracts Hotels 78

Glow Global Events

JUNE 27, 2023

This includes food and beverages, lodging, transportation, equipment rentals, sound techs and other personnel. It’s also important to be flexible and willing to negotiate. The more options you have available, the better informed decision you can make about who is the right fit for your event.

Entertainment 40

Entertainment Food and Beverage Negotiating Transportation 40

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. These companies provide end-to-end event management services. Get our comprehensive list of event production companies.

Event Management 130

Event Management 2023 Management Healthcare 130

Cvent: Event Marketing

APRIL 16, 2019

If this is the case, in addition to the conference registration fee, determine the estimated cost for the attendee or exhibitor in the following areas: Food Expenditure. Transportation To and From the Conference. Transportation for After-Hour Functions. Food & Beverage. Transportation. Hotel Room.

Food and Beverage 45

Food and Beverage Transportation Hotels Trade Shows 45

Master the Event

FEBRUARY 10, 2024

Four of the Top Areas That Corporate Meeting Planners Review Are: The Times That Your Meeting Will Occur – a lot of corporate meeting planners have been able to save money on the hotel portion of their meeting by negotiating room rates and whether or not they can be lowered by moving their meeting two different days of the week.

Corporate Meetings 40

Corporate Meetings Meetings Transportation Food and Beverage 40

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. Spend by Category. Spend by Supplier. Pareto Analysis.

Contracts 40

Contracts Meetings Negotiating Food and Beverage 40

Eventtia

OCTOBER 20, 2022

Determine your must-have needs from a venue before negotiating and committing to a venue. Create a shortlist and negotiate with talents Create written contracts (make sure not to miss any details) Secure promotional details (bio, headshot, session draft, etc.) Prepare food, drinks, entertainment content, etc.,

Event Planning 62

Event Planning Sponsorships Food and Beverage Social Media 62

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. and transportation options. Knowing the scope and scale of your event needs and having a clear idea of budget can help the selection process.

Event Management 52

Event Management Management Sustainability Food and Beverage 52

Master the Event

FEBRUARY 11, 2024

Following that meeting, the CVB will then send out a request for proposal (RFP), usually to hotels first, indicating how many rooms you are seeking and for how many days (otherwise known as room nights) plus any food and beverage and meeting room requirements. Then the hotel salespeople get to work.

Food and Beverage 40

Food and Beverage Meetings Hotels Negotiating 40

Eventtia

OCTOBER 9, 2023

Negotiate terms. Negotiate mutually beneficial terms. This can include booking flights, securing hotel rooms, and planning local transportation. Coordinate with the media to schedule interviews and arrange for logistics such as transportation and equipment. Initiate conversations. Strike a fair deal. Document everything.

Event Planning 88

Event Planning Retail Social Media Speakers 88

All Seated

OCTOBER 12, 2018

The Power of Knowledge and Negotiation . When negotiating room rates and meeting spaces, determine if they are willing to waive or discount a site fee if you guarantee a specific number of rooms to be booked or if you meet a particular food and beverage minimum. Know That Something Will Go Wrong.

Airlines 34

Airlines Food and Beverage Negotiating Transportation 34

All Seated

OCTOBER 4, 2022

“In New York, we have seen clients spend double what they spent for the exact same event pre-pandemic, and that would be inclusive of venue, food, AV, and other expenses,” says Liz King Caruso, CEO at techsytalk. Inflation has been dominating the news headlines not just in New York but all over the globe. inflation rate. Be Transparent.

Management 41

Management Food and Beverage 2023 Negotiating 41

Master the Event

NOVEMBER 12, 2023

They are in charge and accountable for all the meeting specifics including site selection, meeting particulars, food & beverage, transportation, entertainment and really so much more. Handling Event Planning Online Reviews – New Year New Trend!

Event Planning 40

Event Planning Food and Beverage Site Selections Negotiating 40

Eventtia

DECEMBER 16, 2022

Event planners also handle logistics like transportation and accommodations. To get the CMP title, a person must show that they are good at negotiating contracts, planning events, managing risks, and marketing. Event planners ensure that all the details of a particular event are taken care of.

Event Planning 48

Event Planning Social Media Contracts Negotiating 48