Event Planning BluePrint

SEPTEMBER 13, 2018

Whether you are planning an event for 10 people or 1000 people, you should think of ways to trade in the traditional conference room setting for cool event venues for your next event. This will require you to have some serious negotiation skills or a huge budget. Travel Time. Forget your Conventional Ballroom! Outdoor space.

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The Castle Group

SEPTEMBER 26, 2023

Imagine this scenario: you’ve been tasked to organize a user group conference , sales incentive program , product launch , corporate retreat, annual fundraiser, or fill in the blank here. Working with an agency can help save time and money due to the company’s efficiencies, negotiating expertise, and vendor relationships/purchasing power.

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EncoreAPAC

JANUARY 17, 2022

“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. “A

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SpotMe Blog

JUNE 13, 2023

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.

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PCMA Convene

APRIL 2, 2018

The office’s conference space was flooded and unusable. 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.

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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. Research says phone chargers are the most forgotten item by business travelers.

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PCMA Convene

JUNE 7, 2021

The hotels said we would have to serve more food and beverage if we extended that timeline. There’s a great part of this hybrid model where you remove the barriers of proximity and you remove the barriers of cost and time to travel. You just switched it to the multi-modal conference from the design part.

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Cvent: Event Marketing

APRIL 16, 2019

Are attendees paying for conference attendance or are their companies? Chances are your organization is not paying for the attendee – especially with an association meeting or user conference. Transportation To and From the Conference. Food & Beverage. What other items and opportunities are important to them?

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Social Tables

APRIL 22, 2019

Anchors are non-negotiable deadlines that are often determined by key stakeholders and partners. Large events like conferences and trade shows require more planning on their part as well, so you can set them up for success by giving them as much information as you can. Establish anchors. They’re events that can’t be moved.

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Eventtia

OCTOBER 9, 2023

It was built in collaboration with large global organizations that run hundreds or even thousands of events yearly, including consumer events and experiences, conferences, congresses, and more. Negotiate terms. Negotiate mutually beneficial terms. Speaker and entertainment logistics (travel, accommodation, etc.)

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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.

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Stova

MARCH 16, 2023

Some common, often unspoken, needs and expectations include: Travel expectations Using a preferred brand for a venue or travel Perks and luxuries, they’ve been afforded in the past Building in time on the agenda to get to know one another Green M&Ms in a glass bowl. Negotiate favorable rates with offsite venues and vendors.

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Endless Events

AUGUST 30, 2018

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? The easier it is for guests, the more likely they will attend your conference or event. Food and beverage needs.

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GEVME

JUNE 27, 2018

Every conference starts with an idea. Whether it’s increasing awareness about a niche-related issue or building a platform for new ideas, your goal will define the vision of your conference. Your ideal picture of a conference venue shouldn’t be tied to a nice, accessible locale only. When to start looking for a venue.

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PCMA Convene

JUNE 30, 2016

I know where my negotiation points are, and where I can bring expenses down to create more value for the company.’”. For meeting professionals who work hard at building relationships and excel at negotiation, requiring sign-off from a procurement team — or even having procurement run the RFP process — can be a hard pill to swallow.

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Eventtia

JANUARY 11, 2022

Yet, soon enough event organizers have understood the unique benefits of virtual events, especially their versatility in attracting attendees from all around the world without having to worry about geographical limitations, travel, and accommodation costs. Type of event: Will this be a conference? Keynote session? Music festival?

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EventPlanning

OCTOBER 29, 2019

Most venues make their money on alcohol and food sales. You keep the ticket sales and the event venue makes money off of food and drinks sales. Use some negotiation skills to get the group discount at an even lower price! The event planners will travel for free and usually make several thousand dollars of profit.

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Master the Event

DECEMBER 9, 2023

For example, a planner is able to determine travel habits around the meeting’s dates. Tips to Help Your Room Block Negotiations Ideally a planner wants to book the exact number of rooms for the exact number of nights that the meeting will occur. Hindsight would be an asset, to say the least. 1) Offer meeting registration discounts.

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Guidebook

JANUARY 8, 2024

Build an Event App with Guidebook Event Planning Checklist: Pre-Event The Foundation This typically occurs 12 months out, or further, for large events like user conferences, festivals, or trade shows; and 5-6 months out for smaller events like meetings or workshops. Negotiate terms and specifics with the venue. Test WiFi bandwidth.

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PCMA Convene

NOVEMBER 23, 2021

It’s hard to think of a conference with higher stakes than COP26, which took place Oct. 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. (Dean Calma/IAEA).

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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.

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Eventtia

OCTOBER 20, 2022

For the sake of this checklist, we’ll assume that we are going to plan a multi-day conference, where the initial planning starts around six months before D-day. Determine your must-have needs from a venue before negotiating and committing to a venue. Prepare food, drinks, entertainment content, etc., Proofread every detail.

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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.

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Eventinterface

JULY 14, 2016

Experienced hospitality sales and marketing industry expert, Jasmine Eldeen, shares her advice on how Meeting and Conference Planners can overcome the challenges of a seller and supplier market. What do you see as the most challenging aspect of being a Meeting and Conference planner, and how do you overcome that challenge?

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PCMA Convene

MARCH 6, 2019

Client politics, controlling costs for space and services, and contract negotiations were top of mind for some respondents, as was finding diverse speakers. Contract negotiation when dealing with India hotels. Travel budget has been significantly cut off. Too much travel. Communication. Contracting. (3 3 mentions).

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Social Tables

MAY 14, 2019

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.

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Stova

MARCH 20, 2023

The Ultimate List of Conferences to Attend in 2023 Are you struggling to find which conferences are worth investing your time and money in? We’ve put together a comprehensive list of 200+ top in-person, virtual and hybrid conferences that you should attend in 2023.

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Eventtia

DECEMBER 16, 2021

For example, a conference may be hosted in person in a traditional conference hall, but it is also live-streamed so people who can’t or won’t visit the conference hall can also “attend” the event online simultaneously with in-person attendees. Type of event: will this be a single-day conference? Demographics data, etc.

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PCMA Convene

JULY 31, 2017

Nominated by Alison Milgram, CMP, DES, Senior Events Manager, PCMA, which held PCMA Education Conference 2017 at the New York Marriott Marquis — “It was a little after 10:30 p.m.on Conference Services Manager, Westin Cleveland Downtown. Conference & Touring. Eddie Cook. approached to introduce himself. Rachel Van.

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Planning Pod

JULY 25, 2019

Event management software is a broad category of applications devoted to applying project management principles and processes to planning, promoting and running events of all kinds, including meetings, conferences, corporate events, galas, fundraisers, parties and weddings. ClearEvent. Attendease. Eventzilla.

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Planning Pod

JULY 25, 2019

Event management software is a broad category of applications devoted to applying project management principles and processes to planning, promoting and running events of all kinds, including meetings, conferences, corporate events, galas, fundraisers, parties and weddings. ClearEvent. Attendease. Eventzilla.

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Plan Your Meetings

AUGUST 3, 2016

A surprising amount of business arrangements are conceived at events such as conferences and networking events and when discussions need to continue further they are often carried through to business dinners, a universal tradition of extending business talks to a more informal and relaxed environment. Don’t get drunk.

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PCMA Convene

MARCH 6, 2019

Chefs at the 2018 PCMA Annual Conference in Bangkok serve pasta and other dishes to attendees. In the 28th Annual Meetings Market Survey, respondents listed rising food and beverage costs as a major challenge. Rising cost of food/beverage. Costs, particular rising cost of travel. Budget decreases.

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Cvent: Event Marketing

APRIL 10, 2019

From there, identify if it’s a social event, a networking event, a conference, etc. 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?

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Event Leadership Institute

APRIL 10, 2020

Meanwhile, many venues who’ve been financially gutted these past months will still need to lock in guaranteed revenue to reserve dates and room blocks, resulting in a protracted contract negotiation process over cancellation and force majeure clauses. You’ve seen the press conferences with staggered seating.

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Planning Pod

AUGUST 24, 2019

location would be an important characteristic to identify if travel is required to attend your event). of event revenue and as high as 25%, and some event marketing reports peg conference marketing budgets around 6-12% of revenue. Food and beverage offerings. Event Pre-Marketing Tasks. Venue Partner Marketing.

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Planning Pod

AUGUST 24, 2019

location would be an important characteristic to identify if travel is required to attend your event). of event revenue and as high as 25%, and some event marketing reports peg conference marketing budgets around 6-12% of revenue. Food and beverage offerings. Event Pre-Marketing Tasks. Venue Partner Marketing.

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