SmartMeetings

FEBRUARY 12, 2024

We asked Brandon Goodman, vice president of project management with Encore, who has been a member of Encore’s Production group for 13 years after serving as a squad leader in the US Army. New Venue, No Site Visit Conflict: New and unusual venues in remote locations bring their own complexities.

2024 98

2024 Contracts Events Tech 98

Attendease

FEBRUARY 20, 2024

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. Make sure you have signed contracts in place at least three months out.

Corporate Events 195

Corporate Events Food and Beverage Social Media Event Management 195

Smart Meetings

FEBRUARY 8, 2024

Multiple representatives on the panel advised planners to evaluate contracts more carefully than ever—don’t pre-assume anything as a given if it isn’t explicitly stated in the contract. What does your group actually need? Room resales and sliding cancellations are things of the past. And prioritize. Pick your battles.

Meetings 98

Meetings Trade Shows Contracts Sustainability 98

Eventmobi

JANUARY 10, 2024

From venue maps to speaker session schedules, your attendees can access everything they need instantaneously, without the clutter of physical event materials. The best conference apps allow event planners to easily communicate with different stakeholders, including attendees, speakers, and sponsors. Smoother communication.

2024 195

2024 Conference Event Apps Speakers 195

Event Farm

MAY 5, 2021

During the virtual session, the speakers shared their candid thoughts and approach to the different components within the playbook, and below is the recap of the discussion. The Playbook provides three valuable tools for venue scouting. . Selecting an event venue. View the session recording Finding an event location.

2021 306

2021 Event Planning Insurance Transportation 306

Eventmobi

FEBRUARY 3, 2021

Hybrid events were designed around the in-person experience, with live streams of speaker presentations tacked on as a bonus feature. Physical event attendance will continue to face limitations in terms of venue capacity and travel restrictions for at least the first of half of 2021. What does all of this mean in practical terms?

Speakers 248

Speakers 2021 Sponsorships Events 248

MeetingsNet

NOVEMBER 8, 2022

Tech changes quickly, and speakers may not need as much as you think. Make sure you understand the AV contract. F ind cost savings tips for F&B, ground transportation, and venues, here. • if the venue allows it, suggests Cole. Change the format of some sessions from lecture to small-group interactions.

Event Tech 122

Event Tech Tech Food and Beverage Contracts 122

Conferences that Work

NOVEMBER 13, 2022

And unless they possess excellent hearing, conversing with a colleague while Heroes plays from a monster speaker ten feet away is, well, challenging. They probably contributed to my current need for hearing aids in group settings. To minimize no-shows, put the requirement for a tech check in presenter contracts.

Meetings 156

Meetings Tech Contracts Trade Shows 156

SmartMeetings

FEBRUARY 3, 2020

Sometimes, the projectile comes in the form of a volcano, hurricane, rogue audio visual technician, speaker or guest. Four Seasons Resort Lanai in Hawaii worked with Artura by calling confirmed guests and asking them to change their dates so her group could enjoy a buyout feel. Unfortunately, that was not to be.

Meetings 126

Meetings Contracts Speakers Venues 126

Coterie Spark

APRIL 3, 2024

Experienced conference and meeting planners, however, allow you to focus on the important stuff: VIPs, attendees, speakers. One great example of how we powered through: our crew told us the freight elevator at our NYC venue was sluggish. I had to draw up completely new routes for each bus driver so one could take two different groups.

Conference 95

Conference Meetings Transportation Entertainment 95

SevenEvents

JANUARY 20, 2022

Finding the right venue has always been critical to the success of corporate events, but finding the right venue is likely to look a little different these days, with venue sourcing companies now having multiple new factors to consider. What is the latest date that you adjust the number of spaces you’ve reserved at the venue?

Venues 52

Venues Sustainability Corporate Events Contracts 52

Smart Meetings

AUGUST 28, 2023

The shuttle back and forth to off-site venues is also very important. By signing a contract with a venue, meeting planners can quickly lose their freedom to choose their AV provider. Extending the stage or creating a satellite stage would move your speakers much closer to the audience. It’s wow on a budget.

Meetings 94

Meetings Speakers Contracts Travel 94

Smart Meetings

JUNE 29, 2022

The fundamentals are the same for both shows, but the venues and attendance are unique,” she said. “We Generally, we offer 10 tracks, but we are narrowing that down with lots of exciting speakers and topics to help give people more clarity,” she said. We are always looking to learn and adapt.”. See highlights from IMEX America 2021.

2025 98

2025 Education 2021 Sustainability 98

Guidebook

MAY 16, 2023

Many things can go wrong leading up to the event — an entertainer could be ill and unable to perform, your caterer could have labor issues, or a natural disaster could affect your chosen venue. This includes details most people never consider, such as recruiting speakers for the event and marketing the event.

Event Planning 78

Event Planning Social Media Airlines Contracts 78

GEVME

JUNE 13, 2018

Choose the conference location and venue: Create a list of venue options (hotels, conference and business halls, open-space venues, etc.). Contact venue hosts, and discuss the details. Explore venue capabilities (lighting, audio-visual effects, capacity, and more). Compare pricing. Narrow down the list.

Conference Planning 200

Conference Planning Conference Speakers Advertising 200

Prestige Events Magazine

APRIL 25, 2022

SWAPPING serving fans for supervising Covid testing, 12-hour shifts to serve key workers and live-streaming church services – these are just a few of the ways in which staff at venues across Newcastle and Gateshead helped their communities during the pandemic lockdowns.

Venues 52

Venues Hotels Hospitality Contracts 52

Smart Meetings

DECEMBER 23, 2021

The New Year is upon us and as we look at 2022 for our meetings and group gatherings, we gaze into the future with bright eyes and positive grins and think, what the heck is going on? It’s not just Covid-19 (C19) and it’s much more than F&B , room blocks and hotel contracts. Don’t let meeting safety and security suffer.

2022 105

2022 Meetings Site Selections Hotels 105

ePly

MARCH 26, 2024

As you proceed through your event planning checklist, you will… Set a Budget It may be difficult or even impossible to finalize a firm budget before undertaking key event planning considerations such as venue selection and program creation. First and foremost, this means choosing a suitable event venue.

Event Planning 62

Event Planning Negotiating Events Event Planning Tools 62

QC Event School

SEPTEMBER 29, 2022

This includes coming up with the initial concept and theme to booking the venue, coordinating logistics, and managing the budget. Once you have a clear understanding of the event’s purpose, you can start making decisions about things like the guest list, the venue, and the overall tone of the event. Also, what is the end goal?

Corporate Events 94

Corporate Events Event Planning Negotiating Trade Shows 94

SpotMe Blog

JUNE 13, 2023

Things like target audience, messaging, venue selection, and budget are all part of the planning process. Logistics management: From booking the venue to arranging travel and accommodation for attendees and speakers, experienced pharma event planners handle all the logistical details.

Event Management 130

Event Management 2023 Management Healthcare 130

MeetingsNet

NOVEMBER 8, 2022

Check the contracts for deadlines. There are a lot of new contract deadlines for ordering meals that can add upwards of 25 percent onto the cost of the meal if the deadlines are not met. We save nearly $100 per person since dinners in the venue are so expensive,” said one survey respondent. she says. • It’s a win-win.”

Food and Beverage 105

Food and Beverage Contracts Transportation Hotels 105

All Seated

OCTOBER 9, 2020

While you’re busy organizing and coordinating with your couples, there’s one thought that seems to be on the minds of quite a few industry pros – how can I fill the space of a large venue with half of the original guest list? Also, think outside the box when it comes to a venue. Photo Credit: Amy Kolo.

Venues 65

Venues Food and Beverage Entertainment Contracts 65

Bizzabo

JUNE 4, 2021

The expected time that the client/event planner will arrive at the venue. Many venues will still have a minimum fee based on the expected number of attendees. A document that outlines details and specifications for both the venue and the event planner. Rooms provided by the venue that do not have an extra charge.

Food and Beverage 92

Food and Beverage Wireless Speakers Venues 92

Cvent: Event Marketing

MAY 21, 2019

You sign a contract with a hotel for 500 rooms for your conference on March 23-26. However, at the time of contract signature, this date can be negotiated. Probably so, since you held those rooms in your inventory longer than contracted. The venue will try and lock you into high minimums as early as possible.

Negotiating 39

Negotiating Hotels Food and Beverage Venues 39

Event Planning BluePrint

DECEMBER 1, 2021

The venue is booked. Let’s hope you covered all your bases in the contract you had your clients sign. What does your contract say? Developing a cancellation policy to include in your contract is an absolute must. What happens if the client cancels because of a mistake or breach of contract on your end? Presenters.

Contracts 62

Contracts Airlines Trade Shows Social Media 62

Plan Your Meetings

JUNE 10, 2016

It’s a very controversial topic that is generating a number of heated discussions in LinkedIn Groups. I have seen some non-profit organizations book expensive hotels or other venues and then expect professionals to give their services by speaking for free. This is hardly reasonable. Speaking to Give Back to the Community.

Speakers 47

Speakers Social Media Advertising Conference 47

SmartMeetings

JULY 4, 2020

Operationally, your favorite venues may be much different as well. Smart Meetings asked industry leaders from the front lines of hotels, event venues and creators, transportation, travel, networking, wellness and sustainability to share their commitments and challenges for keeping everyone safe and connected.

Food and Beverage 121

Food and Beverage Hotels Travel Contracts 121

Event Leadership Institute

OCTOBER 29, 2020

What are effective strategies for communicating expectations and policies to all those involved in the event – including attendees, the venue, and all supporting vendors and suppliers? And if so, what components should the contract include? How and under what conditions do venues/suppliers refund deposits?

Insurance 105

Insurance Food and Beverage Contracts Transportation 105

Eventtia

OCTOBER 9, 2023

Based on 10 years of experience, working with thousands of event professionals from iconic brands such as Perrier-Jouet, Pierre Fabre group and Kaspersky, our team has decided to share our ultimate event planning checklist with you today. What should you do when your key speaker suddenly cancels five days before the event?

Event Planning 88

Event Planning Retail Social Media Speakers 88

Event Farm

OCTOBER 11, 2016

This is a guest post from Sarah Hill, a professional blogger and creative content writer at Group Se7en Events , a leading event management and event planning agency in London. Just remember that when working on budgets, a bit of extra negotiation at contract stage could be the saviour in your event management skills later down the line.

Event Management 193

Event Management Management Negotiating Events 193

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. For in-person events) secure your venue. Create a shortlist of potential venue. Negotiate details with the venue. Venue manager.

Social Media 62

Social Media Sponsorships Speakers Contracts 62

ePly

FEBRUARY 15, 2024

A2Z Events also includes floor plan management software for trade shows and conferences, revenue generation, online contracting and sponsorship membership, attendee engagement and matchmaking, badge printing and check-in management, attendance tracking, and an attendee mobile app.

Social Media 62

Social Media Speakers Events Management 62

Eventsforce

SEPTEMBER 3, 2019

This means that planners need to ask searching questions of venues that go beyond relying on the information that is shown on the venue website or in the brochure. It’s also imperative that planners ask the right questions of venues. you need to know whether it is at the venue or a 10 minute walk away. This is crucial.

Venues 45

Venues Conference Hotels Sustainability 45

Smart Meetings

OCTOBER 5, 2022

When a speaker can hear the basic human gesture of clapping at the push of a button, it is beautiful to see,” he said. We can’t shut the door,” said the CEO of Matrix Group International Inc., Others are recording speakers and offering virtual programming weeks later with experts available for questions.

Meetings 110

Meetings Food and Beverage 2021 Insurance 110

SmartMeetings

OCTOBER 25, 2021

Epoxies could range from repurposing florals for sterile rooms to finding gluten-free meals for the dozen VIPs who didn’t RSVP, to filling in for the speaker who missed a flight. The venue was being commandeered as a temporary Emergency Intake Site and was not going to be available for groups. We got lucky,” said Graziano.

Food and Beverage 111

Food and Beverage Contracts Hotels Meetings 111

SmartMeetings

JULY 8, 2020

In fact, he says doing two site inspections is best, so then you know more precisely what your group will find. Regional travel that supports local venues could be more popular than ever. Adding motivational speakers, cooking classes and experiences will create more excitement and engagement.

Travel 119

Travel Contracts Hotels Transportation 119

SmartMeetings

APRIL 1, 2020

That was the backdrop as Carina Bauer, CEO of IMEX Group, faced a difficult decision. For example, Mark Herrera, director of education and life safety with International Association of Venue Managers, faced his choice in early March. Other groups also made the decision that the show must go on. And would they come?

Contracts 76

Contracts Hotels Trade Shows Education 76