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

EventBank Insights

SEPTEMBER 19, 2019

Finding the right venue can make or break an event, so it’s important that you find the perfect venue to house your event. But how do you find the perfect event venue? So, although finding the perfect venue will always take time, it doesn’t always have to feel overwhelming. Quick Reads.

Venues 106

Venues Insurance Transportation Events 106

Gallus Events

SEPTEMBER 11, 2018

Even if a venue is chasing you to sign, you should hold off until you are sure of the number of attendees. I often have venues on hold for a few months. It’s rare that you lose a provisional hold but of course if you need that venue then you have to sign, however make sure you sign for as low a cost as you can.

Insurance 164

Insurance Negotiating 2017 Event Management 164

Smart Meetings

DECEMBER 7, 2018

You can’t insure against everything. Don’t be afraid to probe venues on potentially uncomfortable subjects such as construction delays, labor contracts, strikes and any other business issues that could have an adverse effect on an event. Ensuring an agenda runs smoothly can preempt costly legal complaints. Prepare for GDPR.

Contracts 209

Contracts Insurance Hotels Fashion 209

MeetingsNet

NOVEMBER 22, 2019

There are many in-house audio-visual organizations throughout the country that have a very good reputation for being fair in contract negotiations with their clients. The reality is that YOU as the CUSTOMER have rights during contract negotiations that allow you to CHOOSE your event partners and avoid excessive charges.

Contracts 105

Contracts Negotiating Insurance Venues 105

SmartMeetings

MARCH 25, 2021

The venue should agree to hold harmless, indemnify and agree to defend the group from asserted claims, judgments and liabilities from failure to comply with agreed-upon protocols and standards. Co-insurance should include coverage for third-party claims, so that if an attendee gets injured or sick, you are held harmless.

Contracts 119

Contracts Insurance Hotels Negotiating 119

Planning Pod

APRIL 12, 2020

By giving full consideration to the scope of your event at this stage, you have done the major groundwork for the planning process later on and have made it easier to make decisions regarding budgets, staffing and date and venue selection (which we will discuss next). Step 5 – Book a fitting venue and event date. First the venue.

Food and Beverage 207

Food and Beverage Social Media Insurance Entertainment 207

Hubilo Blog

JANUARY 8, 2019

The one decision that is likely to have the most significance is the venue you pick for your event. With the right guidelines, choosing an event venue can be easy as pie. When should you start looking for a Venue? There are three things you need to know before you start looking for an event venue. The Location.

Venues 79

Venues Insurance Food and Beverage Negotiating 79

SmartMeetings

APRIL 3, 2020

Meetings in the financial and insurance sector require outside-the-box thinking. The economy was humming along before the coronavirus hit, but even then the majority of meeting planners in the financial and insurance industries were keeping their budgets in neutral. Financial and insurance meetings in the U.S.

Financial 95

Financial Insurance Meetings Food and Beverage 95

Smart Meetings

APRIL 4, 2023

Sheaks, attorney, author and faculty legal advisor for International Association of Venue Managers to break down the major legal challenges meeting profs should be aware of in 2023. To offer some helpful insight in what areas to be on the lookout for, Smart Meetings sat down with Ty M.

2023 244

2023 Meetings Contracts Government 244

Eventinterface

JUNE 4, 2018

What event planners need to negotiate with venues to insure an outside AV company can successfully prepare and perform on the job. From RFP to Venue Contract. Working in Non-Traditional event Venues RECOMMENDED READING. How event planners can overcome challenges in working with AV companies. RELATED SHOWS.

Insurance 100

Insurance Negotiating Contracts Venues 100

Eventinterface

SEPTEMBER 4, 2017

What event planners need to negotiate with venues to insure an outside AV company can successfully prepare and perform on the job. From RFP to Venue Contract. Working in Non-Traditional event Venues RECOMMENDED READING. How event planners can overcome challenges in working with AV companies. RELATED SHOWS.

Insurance 100

Insurance Negotiating Contracts Venues 100

Prestige Events Magazine

DECEMBER 1, 2021

Have you got the perfect venue? When booking a venue for a charity event, logistics need to be considered, such as: ‘Is there enough room for parking? How many guests does the venue hold? Staging is available for hire if your venue does not facilitate it. How much will it cost?’. What entertainment will you have?

Insurance 130

Insurance Entertainment Negotiating Social Media 130

SmartMeetings

JUNE 16, 2020

In the fifth of FICP’s new virtual education series, Financial & Insurance Professionals (FICP) Chats, more than 200 participants explored how to book group business for future meetings, including immediate adjustments for events, and how those were not being written into RFPs for the long-term. Concession Misconceptions.

Meetings 123

Meetings Contracts Insurance Hotels 123

Event Planning BluePrint

FEBRUARY 9, 2024

Today, I am sharing some of those insights, particularly focusing on the aspects of vendor and venue selection, negotiation strategies, and understanding contracts—key components that can make or break an event. The Foundation of Memorable Events: Vendors and Venues Selecting the Perfect Venue The venue is the heartbeat of any event.

Venues 62

Venues Negotiating Contracts Insurance 62

SmartMeetings

JULY 25, 2019

All-inclusive properties may seem like the holy grail of venues to meeting planners, and while they can make the planners job a lot easier, they don’t automatically guarantee a high-quality event. During your two- or three-night site inspection and prior to signing a contract, Wendell’s smart tip is “ negotiate, negotiate, negotiate.

Negotiating 81

Negotiating Contracts Transportation Insurance 81

Eventinterface

NOVEMBER 1, 2016

Meeting and conference planners spend on average 60 hours per conference sourcing, reviewing, negotiating and finalizing venue contracts. On this episode of Event TALK we share how you can get that time back. In essence, what are the key pieces of information you need to provide a planner with a great proposal?

Conference 100

Conference 2015 Insurance Negotiating 100

Smart Meetings

OCTOBER 8, 2018

However, from a meetings, events and tourism perspective, very few venues were lost and 90 percent of the grapes had already been harvested for the season. According to Visit Santa Rosa, both properties remain in the midst of insurance negotiations, so it is yet to be determined if they will rebuild. Helena hotel has 5,480 sq.

Tourism 202

Tourism Hotels 2017 Conference 202

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

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

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

SmartMeetings

JUNE 13, 2020

You’re supposed to be negotiating one complete document rather than a contract and an addendum. Everything that wouldn’t change, such as indemnification or insurance, you don’t mention them in your amendment, and they stay in place as is. More : Lisa Sommer Devlin on Advanced Hotel Contract Negotiations.

Contracts 109

Contracts Hotels Negotiating Airlines 109

SmartMeetings

FEBRUARY 13, 2025

Focus your budget on experiential event elements that will provide the biggest impact, like AV equipment and lighting, unique venue spaces, or standout dcor elements, and minimize spending on less critical items like custom-branded products or luxury gift bags. Often, the more sought-after venues hold dates for their partners first.

Food and Beverage 52

Food and Beverage Contracts Hotels Sustainability 52

Canadian Special Events

JUNE 9, 2017

I always try to remind my clients about the fact that these riders are considered part of the legal binding contract and they are negotiable as long as we negotiate BEFORE SIGNING. Most of the contracts, big acts provide are what I would refer to as “boiler plate” – meaning built for these acts when they tour large venues.

Negotiating 40

Negotiating Contracts Entertainment Hospitality 40

The Planner's Lounge

APRIL 28, 2023

Most couples will have elements that are most important to their vision and the budget can be rearranged to give them their non-negotiables, and then costs can be cut elsewhere. Account for the Necessities As a planner, it is imperative to ensure that your couple is not forgetting any of the non-negotiable necessities.

Management 59

Management Insurance Negotiating Consulting 59

Endless Events

SEPTEMBER 12, 2018

Negotiating aspects of AV quotes. Learn to negotiate event AV. Knowing how to negotiate event AV is a must-have skill for any event planner. If you’re wondering how to save money on event AV, part of that means understanding what you can negotiate on. Negotiate payment terms. First in, first served!

Negotiating 81

Negotiating Contracts Wireless Events 81

QC Event School

MAY 20, 2021

Since the beginning of the global pandemic, the event industry has seen a substantial financial loss, and many vendors and venues have gone out of business. Contract negotiations and securing new vendors. Online venue tours. There will also likely be an increase in wedding and event insurance. Wedding and Event Planning.

Event Planning 105

Event Planning Negotiating Contracts Financial 105

The Planner's Lounge

DECEMBER 22, 2021

Is the amount negotiable? Do you carry liability insurance? Pro tip: Urge your clients against booking a vendor who does not maintain their own liability insurance. Event Venue Specific Questions. Do you require Event Liability Insurance? Pro tip: Most venues require clients to obtain an event liability policy.

Insurance 59

Insurance Negotiating Contracts Venues 59

PCMA Convene

APRIL 2, 2018

But the phone-tag negotiations moved at the speed of molasses. Bizly puts the four to five different systems a company has used — for venue sourcing and coordination, legal contracting and reviews, credit-card management and payments, spend-data analytics, and event-management services — all in one place. his building.

Meetings 97

Meetings 2014 Food and Beverage Contracts 97

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

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

Endless Events

JUNE 8, 2019

The city, the venue, the rooms, everything should be clear as water. Basically, loss damage waiver is kind of an insurance policy they’re giving you. Especially if you’re the end client, you’re bound to have insurance that should cover this. Can I Negotiate Venue AV Charges? Loss Damage Waiver.

Wireless 101

Wireless Insurance Speakers Negotiating 101

The Planner's Lounge

SEPTEMBER 21, 2021

Here is a great article about the Non-Negotiable COVID-19 Policies for Wedding Planners. 4) Client Requirements for Event Insurance. Markel event insurance offers both event cancellation and event liability insurance for weddings. Get more information now on the Markel Insurance website.

Sustainability 64

Sustainability Insurance Contracts Travel 64

Endless Events

JULY 23, 2021

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 make sure the materials included will provide sufficient volume for the size of 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

MeetingsNet

JANUARY 31, 2018

There are legal and financial risks to both decisions, and no easy answers unless your meeting venue flat-out tells you not to come, says meetings industry attorney, author, and counselor John Foster, Esq., If you have a substantial percentage saying they don’t want to come, try to negotiate with the venue,” says Foster.

Meetings 65

Meetings Contracts Insurance Negotiating 65

Eventinterface

AUGUST 1, 2017

In the past, our responsibilities mainly entailed logistics, and attendee, venue, and vendor management. Planners now need to be marketers, product managers, negotiation and contract specialists, security experts, digital media and technical whizzes. Planning conferences and meetings is becoming more complicated.

Event Planning 100

Event Planning Sponsorships Meetings Insurance 100

PCMA Convene

MARCH 7, 2017

Better contract negotiations. We are moving to a larger venue for 2017. We have implemented a risk-management manual to our events and we have purchased more event insurance for better protection. • Added a day as well as additional workshops; expanded available exhibit space. . Cut back on meeting frequency. • More outreach.

Food and Beverage 67

Food and Beverage 2017 Risk Management Insurance 67