This site uses cookies to improve your experience. To help us insure we adhere to various privacy regulations, please select your country/region of residence. If you do not select a country, we will assume you are from the United States. Select your Cookie Settings or view our Privacy Policy and Terms of Use.
Cookie Settings
Cookies and similar technologies are used on this website for proper function of the website, for tracking performance analytics and for marketing purposes. We and some of our third-party providers may use cookie data for various purposes. Please review the cookie settings below and choose your preference.
Used for the proper function of the website
Used for monitoring website traffic and interactions
Cookie Settings
Cookies and similar technologies are used on this website for proper function of the website, for tracking performance analytics and for marketing purposes. We and some of our third-party providers may use cookie data for various purposes. Please review the cookie settings below and choose your preference.
Strictly Necessary: Used for the proper function of the website
Performance/Analytics: Used for monitoring website traffic and interactions
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. We’ve traveled, we’ve seen what hotels are coming up, we’ve connected with the CVBs.
“Room rentals used to be something that you would have to pay if you had a really low food and beverage minimum or if you were coming in within like 60 or 30 days at a hotel,” Pilcher reflected, “Now, you’re coming in and saying, ‘I’m bringing a thousand people to your hotel. Also, negotiate gracefully.
Whether you’re paying to travel and attend, or you’re attending from your home office for free, either way, we’re trying to drive that value for everybody. Ultimately, the experts agreed that attracting, and catering, to first-time attendees is non-negotiable.
Properties have realized this is a great market for them will work with you on how you package your food and beverage. “It’s It’s not just the standard all-inclusive package; they’re willing to stretch that boundary with you and I think that’s made a huge difference because the food part was a big detractor.”
While companies are segueing back to in-person, they also realize there may be some attendees are not able to travel yet. Room setups are still requested to be socially distanced and we are offering food and beverage in a separate space with more room to spread out. He is also not seeing a lot or protracted negotiations.
Fun fact: Resy negotiated with its restaurant partners to hold the reservations for dates two weeks out—something that could help out last-minute planners or forgetful partners ahead of Valentine’s Day. The only people who were allowed to attend were wedding crashers.
This reduces travel, housing and F&B costs. Other factors to consider: In addition to survey feedback, mapping where attendees are located and researching flight options can help to narrow down a location almost everyone can reach with the fewest travel delays. Like most things in life, timing makes a difference.
Expert negotiator tips for managing policy changes in uncertain times Other than expensive, unreliable Wi-Fi, there are few things meeting professionals hate more than uncertainty. We asked experienced contract negotiators how they are negotiating today and what clauses they are asking for to protect their clients.
Tyra Warner, assistant professor and department chair of Hospitality and Tourism Management at College of Coastal Georgia, has seen hotel negotiations from every angle. Since Covid, hotels have been negotiating hard, and that will probably continue, she begins, then moves straight to what contract negotiators can do to manage that reality.
There’s hotel jargon, legal terms, and the idea of facing off against someone over the negotiating table. We’re here to walk you through the basics of negotiating hotel blocks. Why Negotiate a Hotel Block? Here are some best practices on how to negotiate a hotel block , no matter if it’s your first time or your 50th time.
Also, you should choose a venue that has sufficient parking in case some of your conference guests choose to travel by car. Negotiate the price , or—if relevant—establish a multi-year contract with a venue host. Inquire where the food and beverages are coming from. But what if you’re not so lucky? Conclusion.
These seven new travel apps stand out because they cater to a modern audience. Travelers are paid once the package is picked up at the destination airport. Travelers can earn up to $300 per flight. The app offers already-negotiated prices and same-week bookings. As You Stay. Say goodbye to rushing out of bed.
Tapping into women’s strengths for negotiation success We begin to learn the art of negotiation in childhood. As we grow, we begin to negotiate with our teachers, our coaches and our friends. And by the time we graduate from college, we realize everything in life is about negotiation. It is the power of HERsuasion.
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. Step 6 – Conduct a thorough event planning process.
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.
A CVB publishes events calendars, news, and a directory of accommodations, for visitors, meeting planners and travel agents. Director of Sales at a venue, usually who will be negotiating your contract with. Food & Beverage , used when talking generally about providing, well food and beverages.
More events with more events mean more food, room blocks, entertainment, production equipment, and travel – and those all cost extra money. Higher Food and Beverage Costs. Global crises, such as the pandemic and the war in Ukraine, have dramatically affected the costs of food and beverages.
How to prepare for 2023 contract negotiations Yes, we’re out of the pandemic shutdown, but it’s not back to “business as usual.” Add-On Travel: Negotiate pre- and post-rates in the contracting stage. As the cost of travel rises, more attendees are adding vacation time to corporate travel.
Effectively manage the event budget Based on your strategic plan, develop a realistic, line-item budget covering all aspects of the event — venue, vendors, security, food and beverage, staffing, swag, and the dozens of other expenses that pop up. Here’s how to get internal buy-in.
In Smart Meetings’ latest webinar, Erin Wendell, senior director of event management at Maritz Travel, shared her tips and tricks when working with all-inclusive properties for incentive programs. Maritz Travel works with a handful of the many companies that offer all-inclusives in Mexico, the Caribbean, and Central and South America.
Don’t bother yourself with learning the hotel language, use a company like HelmsBriscoe to help with negotiating and contracting – it will save you lots of time. I know that I’m successful when my client at the end of the year tells me that I saved the company X dollars through negotiating and careful contracting.
How do you handle unexpected guest counts or potential food shortages? What protocols do you have in place to ensure food safety and hygiene? There will also be plenty of food and beverage options for everyone, regardless of if an attendee is trying to stick to a diet and/or refraining from alcohol.
That means, just like any traveler, you need to know the lay of the land so you can plan for the best and avoid the worst. That could show up in higher prices for food and beverage (F&B) which you may expect, or in costs that are somewhat disguised.
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.
But the phone-tag negotiations moved at the speed of molasses. No stranger to online innovation, he’d been an early advisor to MakeMyTrip — which went on to become the largest online travel company in India — and sold two companies to Google in 2014. his building. The office’s conference space was flooded and unusable.
This will require you to have some serious negotiation skills or a huge budget. If you are traveling internationally, look at hosting something at your local embassy – this can be done, it just takes some planning. Travel Time. It will help with your food and beverage selection, arrangements and décor and AV.
Expert negotiator tips for managing policy changes in uncertain times Other than expensive, unreliable Wi-Fi, there are few things meeting professionals hate more than uncertainty. We asked experienced contract negotiators how they are negotiating today and what clauses they are asking for to protect their clients.
How to stretch your event budget for food and beverage, event tech, ground transportation, and venues. Another study, this one by the Global Business Travel Association, found that the total cost per attendee is already about 25 percent higher than it was pre-pandemic—and is expected to bump up another seven percent in 2023.
Recent research finds luxury travelers shifting their accommodation preferences, while the group segment is running well ahead of the transient-business segment. The result: Less negotiability for meetings. From the wide view, the hotel industry should expect only a modest rise in demand (1.8 percent) and guest-room rate (3.0
No attendee wants to drag themselves into a business event looking tired from the travel or looking all dull. Negotiation capabilities. · Food and Beverages. Any event is empty without a picture taken by attendees of food, desserts, and heart stealing beverages. Distance from the Venue. Powder rooms.
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. It’s hard to think of a conference with higher stakes than COP26, which took place Oct.
Consult convention and visitors’ bureaus and travel partners for local updates and work closely with your hotel reps to ensure that the optimum health, safety and sanitation protocols, room layouts and capacity limits are met. Vet your live venue. Enlist separate planning teams. In-person and virtual meetings have different logistical needs.
“When you reduce the amount of people coming to the in-person meeting,” Johnsen says, “that can also reduce the food, beverage and travel costs.” The more rooms equals more leverage with negotiations. Better yet, this can also be applied to the event production partner you use too.
Better contract negotiations. Increase in what we budget for food and beverage, and managing other costs more closely. Increased offerings at our meetings to attract members to attend because the economy allows more of them to travel now. Added a day as well as additional workshops; expanded available exhibit space. .
If there are going to be attendants travelling out of town to reach your event, then you might want the venue to be located near the airport or the hotels where they will be staying. You can try and negotiate for discounts. . Does your event venue offer food and beverages? Location is paramount.
Anchors are non-negotiable deadlines that are often determined by key stakeholders and partners. The catering company you hired double booked themselves and can only supply a portion of your food and beverage orders. But the extra time will give you the opportunity to plan trickier items like travel arrangements.
And to create an experience, every little piece of the event needs to map back to the purpose, from the venue to the food. But that’s not to say you can’t negotiate. Tips for negotiating a bigger event budget When it comes to negotiating an event budget , the language stakeholders speak most fluently is data.
This is primarily due to the carbon emissions associated with travel to and from the event, including air travel for international attendees, and ground transportation for local attendees. Get quotes from different vendors and negotiate the best deals. Negotiate the best rates and reserve your date as far in advance as possible.
Take a few minutes to enroll in free event planning webinars that can teach you the finer points of contract negotiation, event technology and more. Virtual reality, live video, data-powered event analytics, flexible indoor-outdoor event spaces and experimental food and beverage options are all trends that planners should keep an eye on.
This would obviously eliminate costs associated with travel, hotel, and F&B. Anticipate spending more time researching vendors and negotiating on price. He cites the Incentive Research Foundation’s recent study in which 87 percent of respondents said they want more relaxation time during incentive-travel programs. “We
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. Coordinate accommodation room blocks and travel. Food and Beverage Consider and confirm the event’s food and beverage needs.
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. Coordinate accommodation room blocks and travel. Food and Beverage Consider and confirm the event’s food and beverage needs.
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. Research says phone chargers are the most forgotten item by business travelers.
Logistics management: From booking the venue to arranging travel and accommodation for attendees and speakers, experienced pharma event planners handle all the logistical details. They can often negotiate better deals and availability. They can also coordinate things like catering, A/V equipment, and entertainment.
We organize all of the trending information in your field so you don't have to. Join 42,000+ users and stay up to date on the latest articles your peers are reading.
You know about us, now we want to get to know you!
Let's personalize your content
Let's get even more personalized
We recognize your account from another site in our network, please click 'Send Email' below to continue with verifying your account and setting a password.
Let's personalize your content