Smart Meetings

OCTOBER 3, 2023

Master planner consultants offer 6 tips for negotiating your next corporate event Does this sound familiar? How can you word the hotel contract to protect your company? Look for Synergies When Booking Venues For corporate planners aiming to efficiently source for their next event, Shaffer offered up some initial tips.

Negotiating 105

Negotiating Contracts Hotels Consulting 105

Prestige Events Magazine

SEPTEMBER 25, 2023

Accompanying the 100 will be just 45 event suppliers and venues for networking and pre-qualified face-to-face meetings. There are still more speakers to be revealed but with a line-up this strong, why wait?” Event Buyers Live welcomes only 100 of the live event industry’s most respected organisers to the luxury estate near Chester.

Speakers 59

Speakers Negotiating Contracts Entertainment 59

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. Local attractions.

Negotiating 39

Negotiating Hotels Food and Beverage Venues 39

TicketBud

DECEMBER 13, 2023

Now, imagine showing up to the event, hearing that most speakers backed out after not getting paid, and then being asked to help cover the costs of the event’s outstanding hotel bill of $17,000. By delineating expenses across various categories such as venue, marketing, and entertainment, budgets help prioritize spending for maximum impact.

Negotiating 113

Negotiating Financial Food and Beverage Sponsorships 113

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

GEVME

NOVEMBER 7, 2018

Knowing how to prepare a venue for an event is one of the key points in event planning. Choosing a venue for an event is also one of the first negotiation points as well. The rest of the preparation process will depend on the decision made about the venue. How to find and choose a venue. The type of event.

Food and Beverage 166

Food and Beverage Venues Transportation Contracts 166

Coterie Spark

APRIL 3, 2023

There are many variables to consider when selecting a venue for your upcoming conference. From picking a host city to setting a budget and understanding the parking situation, here’s an essential venue-shopping checklist we’ve compiled to better detail the process. Are they into flash and glamour or do they prefer the understated?

Conference 52

Conference Venues Transportation Negotiating 52

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. Check venue availability and pricing. Negotiate terms and specifics with the venue.

Event Planning 78

Event Planning Food and Beverage Social Media Insurance 78

GEVME

NOVEMBER 7, 2018

Knowing how to prepare a venue for an event is one of the key points in event planning. Choosing a venue for an event is also one of the first negotiation points as well. The rest of the preparation process will depend on the decision made about the venue. How to find and choose a venue. The type of event.

Food and Beverage 120

Food and Beverage Venues Transportation Contracts 120

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

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. Tap your speakers’ bureau. Review accounts daily. Partner with the local CVB.

Food and Beverage 88

Food and Beverage Negotiating Contracts Speakers 88

Smart Meetings

MAY 6, 2022

The most recent seasons have taught us that venues with the ability to quickly adapt to their environment and their experiential offerings were the most resilient in a time of peak uncertainty. Having a clean venue is an element that contributes to the atmosphere and attractiveness of an event. Flexible Contract Language.

Event Planning 126

Event Planning Food and Beverage Contracts Negotiating 126

Expo Pass

MARCH 22, 2023

From venues to staffing and all the details in between, it can almost feel like you’re about to burst from thinking about it all. Use that to make decisions about advertisement, venue design, speaker selection, and even catering. We recommend choosing your venue first, as this will have a huge impact on the rest of your budget.

Event Planning 134

Event Planning Speakers Venues Negotiating 134

TicketBud

DECEMBER 5, 2023

To keep these flagship events at the forefront, plan ahead to book venues and secure highly sought out entertainers, speakers or vendors. The earlier you can sign a contract, the better chance you have of nailing down special rates. Remember, logistics take time. This includes budgeting, staffing, and logistics planning.

Marketing 110

Marketing Negotiating Entertainment Sponsorships 110

Bizzabo

AUGUST 13, 2018

These 10 tips will help you find the perfect conference venue. From gathering speakers to securing sponsors, your to-do list seems to be never-ending. 36% of event planners spending most of their budget on the venue , choosing a event space becomes o. Be sure to determine if this is the venue or locale’s peak season.

Venues 115

Venues Conference Food and Beverage 2014 115

Canadian Special Events

DECEMBER 26, 2018

As an event planner, you need to sign a lot of contracts and let’s face it, some of them can be confusing, particularly the AV contracts. Luckily, Jon Trask breaks it down what you need to know to get through a long and complex AV contract. . If you breach the contract, they keep the money. This is not uncommon.

Contracts 51

Contracts Insurance Government Travel 51

Eventtia

OCTOBER 20, 2023

Whether deciding on the venue, entertainment, catering, or marketing strategy, knowing the budget constraints and allocations can guide decisions, ensuring that all arrangements are cohesive and within the set financial boundaries. Amenities: When booking a venue, it’s vital to understand what’s included.

Financial 117

Financial Negotiating Entertainment Retail 117

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

Bizzabo

AUGUST 25, 2021

An event contingency plan ensures that every stakeholder, from your internal team to your speakers and attendees, has a great experience and a seamless transition. Venue Contracts. One of the best ways to protect your event and your budget is to pay close attention to your venue contracts.

Contracts 89

Contracts Negotiating 2021 Speakers 89

Meeting Tomorrow

DECEMBER 4, 2019

As someone who’s worked in some of the country’s largest hotels and sold AV for independent audio visual companies, I’ve just about seen it all when it comes to hotel contracts. On it are the things you should be sure are spelled out in every hotel contract before signing it. What to Make Sure is Spelled Out in Any Hotel Contract.

Contracts 52

Contracts Hotels Wireless Negotiating 52

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. Read More: Tips for Negotiating Your Next Big Event Contract During the open Q&A, planners aired frustrations—contracts are time-consuming already.

Meetings 98

Meetings Trade Shows Contracts Sustainability 98

ePly

MARCH 18, 2024

Site selection: The venue and location must fit the budget and the basic requirements for the event. Talent: If your event features keynote speakers, entertainment, or conference leaders, you’ll need to negotiate the terms long before the event. This will help you choose the theme, venue, content, and timing of the event.

Social Media 62

Social Media Transportation Speakers Negotiating 62

Event Farm

OCTOBER 11, 2016

Negotiate You may think ‘negotiate’ and expect this to be right at the beginning of the event planning process, and you’d be entirely right. 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

Event Leadership Institute

JANUARY 21, 2020

AV rental companies carry extensive inventories of hardware–displays, LED tiles, lighting, soundboards, speakers, projectors, cameras, and more. Your requirements and budget are modest; for example, you only need standard breakout room projector, screen, and speaker set-ups. AV Rental Companies. In-House AV Companies.

Negotiating 89

Negotiating Contracts Speakers Venues 89

Event Planning BluePrint

MARCH 25, 2024

An event planner must be adept at understanding client visions, negotiating with vendors, managing staff, and engaging with guests. Planning a conference involves curating content, managing speakers, organizing sessions, and ensuring that the flow of the event supports learning and interaction.

Event Planning 62

Event Planning Financial Negotiating Education 62

Event Planning BluePrint

OCTOBER 30, 2022

Negotiating with Vendors. On-Demand Webinar: Virtual Speakers. If you want to attend in-person classes and earn your diploma in Event and Venue Management, Trebas is for you. contract negotiations, and. advertising and venue operations management. Event Planning Contracts. 4 – Trebas.

Event Planning 62

Event Planning Negotiating Advertising Contracts 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. Know how to negotiate. 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.

Corporate Events 94

Corporate Events Event Planning Negotiating Trade Shows 94

Bizzabo

APRIL 23, 2021

Additionally, if you have in-person speakers, you’ll likely want multiple sets of microphones, unless you have someone sanitizing mics between each use. Build the need for personal space into your budget so you can assure your attendees, speakers, and partners that you’re taking their safety seriously. On-Site Contracts.

Contracts 102

Contracts Hotels Tech 2021 102

Planning Pod

JUNE 23, 2023

Whether you’re an event venue, a professional event organizer, or the de-facto event planner for your organization, creating the best experience for potential attendees can feel overwhelming—especially with event industry statistics suggesting that we’ll see the return of full in-person live events in the upcoming year.

Event Management 78

Event Management Management Speakers Contracts 78

Endless Events

JULY 26, 2019

There are WAY too many variables to cover and every venue is going to be different. Livestream or have speakers? When you prioritize traffic you allowing WiFi to allow more important traffic such as a keynote speaker or Livestream to use more bandwidth over an attendee watching in the audience. Venue Negotiations .

Negotiating 112

Negotiating Contracts Venues Wireless 112

Eventtia

MAY 18, 2022

Everything else — flights, hotels, travel to and from the venue, meals, and so forth — are separate expenses, and you’re expected to cover them. The items in the rider are typically non-negotiable, so don’t expect any wiggle room from the artist or their agent.

Negotiating 62

Negotiating Contracts Travel Hotels 62

Eventmobi

JANUARY 24, 2019

Fixed costs: $1,600 (includes room rental, AV, speaker costs, F&B, staff, etc.). PCMA suggests spending 55% of your budget on F&B, AV and speaker/entertainment as these items have a direct impact on the overall attendee experience. Venue Rental. Grants and contracts. Revenues and expenses: Registration: $20.

Food and Beverage 199

Food and Beverage Meetings Financial Advertising 199

EventBank Insights

JANUARY 22, 2019

Gather Your Speaker Bios, Headshots, social media accounts, etc This will be used on marketing materials to help give credibility to the content providers of your event. ? Arrange for transportation and housing Arrange these for your speakers, these are guests bringing value to your event, so always make sure they are taken care of. ?

Event Planning 74

Event Planning 2019 Negotiating Social Media 74

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

Endless Events

AUGUST 17, 2018

For example, start with venue design that both attracts and engages people as they enter your venue. Or by constructing the talk in such a way that it syncs the brains of the audience and the speaker in remarkable ways. Make Your Next Conference Memorable via Venue Design. Not planning conferences? Click To Tweet.

Conference 78

Conference Contracts B2B Speakers 78

Planning Pod

JANUARY 17, 2017

Book vendors and venues for multiple events. 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.

Food and Beverage 133

Food and Beverage Negotiating Contracts Hotels 133

SmartMeetings

MAY 7, 2020

Often people think projectors, microphone, speakers and lighting, but there’s a lot more there,” Granek says. What are hidden costs planners should be aware of when negotiating audiovisual contracts? Should you ask how new the equipment is and negotiate on that? AV May Be Bigger Than You Think. Most definitely.

Negotiating 82

Negotiating Speakers Tech Meetings 82