Guidebook

JANUARY 8, 2024

From picking a venue and speakers to ensuring you’ve sent out thank you notes and running a post-event debrief, there’s a lot to think about. Research and Vendor Contracting Research potential venues to come up with a shortlist. Will you have paid speakers, performers, or special guests? Is it a ticketed event?

Event Planning 78

Event Planning Food and Beverage Social Media Insurance 78

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

Eventmobi

JANUARY 24, 2019

Fixed costs: $1,600 (includes room rental, AV, speaker costs, F&B, staff, etc.). According to a Professional Convention Management Association (PCMA) survey, 36% of all expenses are for food and beverages (F&B) alone. Food & Beverage @ $35/person. Concession (food and beverage and merchandise sales).

Food and Beverage 199

Food and Beverage Meetings Financial Advertising 199

Smart Meetings

MAY 6, 2022

People may not remember the awesome sound from the speakers of your event, or the incredible food and beverage. Flexible Contract Language. Given the continued uncertain times, being clear and concise on contract negotiations and rules and policies will be critical in forming a safe and enjoyable event for all.

Event Planning 124

Event Planning Food and Beverage Contracts Negotiating 124

GEVME

NOVEMBER 7, 2018

Choosing a venue for an event is also one of the first negotiation points as well. Food and beverage. Take care of any legal issues and contracts. Information on the drafting of contracts is usually available in the General Terms & Conditions section. Food and beverages. These include: Budget.

Food and Beverage 166

Food and Beverage Venues Transportation Contracts 166

Smart Meetings

DECEMBER 11, 2018

Contracting. Consider multi-year contracts: Finding new venues every year can be time consuming for all parties involved. Most properties will negotiate for a lower price if they can lock in the business for two or three years. Food and Beverage. Tap your speakers’ bureau. Partner with the local CVB.

Food and Beverage 69

Food and Beverage Negotiating Contracts Speakers 69

GEVME

NOVEMBER 7, 2018

Choosing a venue for an event is also one of the first negotiation points as well. Food and beverage. Take care of any legal issues and contracts. Information on the drafting of contracts is usually available in the General Terms & Conditions section. Food and beverages. These include: Budget.

Food and Beverage 120

Food and Beverage Venues Transportation Contracts 120

Planning Pod

JANUARY 17, 2017

Long ago when I ran a marketing agency, I was accustomed to contracting with a vendor for a specific use on a specific project and then negotiating with them for that particular deal, hoping they would come down in price for the promise of more business from me down the road. Negotiate contracts with ferocity.

Food and Beverage 133

Food and Beverage Negotiating Contracts Hotels 133

Bizzabo

AUGUST 13, 2018

From gathering speakers to securing sponsors, your to-do list seems to be never-ending. However, if you have found the perfect fit for your event, ask if they would consider lowering the cost in exchange for a multi-year contract. Don’t be afraid to negotiate! Food and Beverage: Parched throats? Source: EventMB.

Venues 115

Venues Conference Food and Beverage 2014 115

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. Make sure to require a formal contract and ensure all terms, policies, and pricing are clear and align with your expectations before signing.

Event Management 52

Event Management Management Sustainability Food and Beverage 52

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. Content Matters. Keep F&B Simple.

Financial 74

Financial Insurance Meetings Food and Beverage 74

Event Planning BluePrint

OCTOBER 5, 2016

Event planning is a fun and rewarding career, and becomes so much easier once you take the time to learn and develop your skills in negotiation, communication, budgeting (the most successful event planners do this really well) and project management. Before signing the venue contract, go and see the venue in person and meet the venue manager.

Food and Beverage 121

Food and Beverage Entertainment Negotiating Sponsorships 121

PCMA Convene

MARCH 7, 2017

Better contract negotiations. Increase in what we budget for food and beverage, and managing other costs more closely. We may shorten our 2017 meeting, have one less speaker, reduce the meal costs. • We may shorten our 2017 meeting, have one less speaker, reduce the meal costs. • Cvent implementation.

Food and Beverage 67

Food and Beverage Risk Management Insurance 2017 67

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. Contracting. (3 Finding diversity in speakers. Finding quality speakers. 3 mentions).

Contracts 69

Contracts Hotels Food and Beverage Negotiating 69

Eventtia

APRIL 18, 2022

You’ll have more options, whether it’s the venue, speakers, date/time, and you’ll also have more time to promote the event and to deal with any issues that may come up. Negotiate details with the venue. Sign contract with venue and vendors. Catering (food and beverages). Talent/speaker fees.

Social Media 62

Social Media Sponsorships Speakers Contracts 62

Eventtia

OCTOBER 9, 2023

What should you do when your key speaker suddenly cancels five days before the event? Negotiate terms. Identify and secure your event speakers The right speakers or talents can be a game-changer for any event, especially in retail. Negotiate mutually beneficial terms. Prepare for your speakers’ arrival.

Event Planning 88

Event Planning Retail Social Media Speakers 88

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.

Event Management 130

Event Management 2023 Management Healthcare 130

Social Tables

APRIL 22, 2019

It takes careful planning to pay deposits on time and keep track of contracts. Anchors are non-negotiable deadlines that are often determined by key stakeholders and partners. Your keynote speaker requests that you ask about their availability and schedule their appearance three months in advance. Establish anchors.

Event Planning 138

Event Planning Food and Beverage Events Venues 138

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.). Manage sponsor contracts and collect e-signatures. Logo placements (on signage, mailings, programs, etc.). Website marketing. Email marketing. And much more.

Sponsorships 128

Sponsorships Social Media Negotiating Marketing 128

Planning Pod

APRIL 12, 2020

Promotion – Will marketing or promotional efforts be required Geographical radius – What region or area will you be attracting attendees from Content – What type of content fits the purpose and audience needs (speakers, presentations, entertainment, etc.)

Food and Beverage 206

Food and Beverage Social Media Insurance Entertainment 206

Eventtia

OCTOBER 20, 2022

Determine your must-have needs from a venue before negotiating and committing to a venue. Estimate your budget while considering high-level expense elements, including: Venue cost (for an in-person or hybrid event) Virtual event platform ( for a virtual event ) Catering Staff and volunteers Talent fees (for speakers, presenters, etc.)

Event Planning 62

Event Planning Sponsorships Food and Beverage Insurance 62

PCMA Convene

JULY 31, 2017

Not only did he go with the ow as speakers changed their minds on equipment, etc., She has a way with words that is evident in her wonderful descriptions of food (without any food being present!) But I would like to nominate Ricky for what he does for us outside of contract negotiation.

2017 76

2017 Trade Shows Insurance Food and Beverage 76

Endless Events

SEPTEMBER 12, 2018

Negotiating aspects of AV quotes. If you need similar setups for different speakers, try to make the most of your set-up by putting those speakers in the same room at different times. Learn to negotiate event AV. Knowing how to negotiate event AV is a must-have skill for any event planner. Negotiate payment terms.

Negotiating 81

Negotiating Contracts Wireless Events 81

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? Logistics Do you need special contracts, permits, or insurance in hosting your event?

2023 40

2023 Food and Beverage Social Media Negotiating 40

PCMA Convene

JULY 31, 2016

1986: Food can reinforce psycho-social behavior patterns, including the feeling of being caged with no escape. As every laboratory rat knows, food can create and reinforce psycho-social behavior patterns, including the feeling of being caged with no escape. Does a planner’s attitude make a difference when negotiating with hotels?”

2012 56

2012 Food and Beverage 2013 Hotels 56

Social Tables

APRIL 17, 2019

Some seating issues we heard back about in our seating survey included participants having trouble understanding the layout, not being connected enough to the speaker, and needing more spatial/seating flexibility for networking. 93% of planners and property professionals believe the negotiation process of booking an event could be improved.

Hotels 149

Hotels Food and Beverage Negotiating Venues 149

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.

Negotiating 141

Negotiating Sponsorships Social Media Venues 141

Planning Pod

JULY 25, 2019

Business and accounting – For tracking contacts/CRM, leads, legal contracts, proposals, invoicing, payments, revenues and ROI. Communications – For event collaboration and communication via email and text messaging among team members, contractors, vendors and speakers as well as with attendees. ClearEvent. And OpenTable.

Event Management 112

Event Management Management 2019 Social Media 112

Planning Pod

JULY 25, 2019

Business and accounting – For tracking contacts/CRM, leads, legal contracts, proposals, invoicing, payments, revenues and ROI. Communications – For event collaboration and communication via email and text messaging among team members, contractors, vendors and speakers as well as with attendees. ClearEvent. And OpenTable.

Event Management 60

Event Management Management 2019 Social Media 60

Planning Pod

AUGUST 24, 2019

When you get down to it, event marketing educates your potential attendees about the scope and theme of your event; provides the particulars about the event (reasons to attend, location, date/time, speakers/entertainment, etc.); Values, mission, content focus, featured speakers/entertainment, etc. Speaker and entertainment selections.

Event Marketing 131

Event Marketing Marketing Social Media Speakers 131

MeetingsNet

MAY 22, 2017

During a recent MeetingsNet webinar, attorney, speaker, and College of Coastal Georgia professor Tyra Hilliard, Esq., Related : Contract Cross Examination, Part 1: 9 Tough Attrition Questions Contract Cross Examination, Part 2: What’s in Your Cancellation Clause? See Is Your Meeting Illegal, Impossible, or Impracticable?

Contracts 45

Contracts Negotiating Food and Beverage Hotels 45

Planning Pod

AUGUST 24, 2019

When you get down to it, event marketing educates your potential attendees about the scope and theme of your event; provides the particulars about the event (reasons to attend, location, date/time, speakers/entertainment, etc.); Values, mission, content focus, featured speakers/entertainment, etc. Speaker and entertainment selections.

Event Marketing 60

Event Marketing Marketing Social Media Speakers 60