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. • Use hand-held mics (or podium mics if you speaker doesn’t need to move around) rather than more expensive lavaliers. • Want more?

Event Tech 118

Event Tech Tech Food and Beverage Contracts 118

Master the Event

JANUARY 12, 2024

You once thought there was nothing worse than forgetting to schedule a walk through or order the speaker thank you gifts. Until the day you found yourself standing in front of a hotel with 200 attendees (that’s 400 eyes boring a hole in the back of your head) as you realize you never confirmed the transportation that’s now five minutes late.

Conference Planning 40

Conference Planning Conference Transportation Contracts 40

ePly

MARCH 18, 2024

Transportation: Transportation can include anything from shuttles to parking. Talent: If your event features keynote speakers, entertainment, or conference leaders, you’ll need to negotiate the terms long before the event. For instance, let’s say that your event was a smashing success, and one of the speaker clips went viral.

Social Media 62

Social Media Transportation Speakers Negotiating 62

GEVME

JUNE 11, 2019

In this way, you can confirm the date up to 6 months in advance (large annual events, dinners, various training sessions), confirm the date and venue–meeting space/accommodation (sign contract and provide deposit), confirm keynote speakers (confirm bio/photo for publicity), and engage secure sponsorship. 3-4 months before the event.

Event Planning 136

Event Planning Speakers Entertainment Contracts 136

Coterie Spark

APRIL 3, 2023

Outline any collaborations audience members may have struck with a speaker. Please don’t sign a contract without understanding catering requirements and/or how flexible the venue will be if you want to get creative in the absence of their services. Show them how others profited from the event too.

Conference 52

Conference Venues Transportation Negotiating 52

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. Prioritize Expenses Some items, such as venue, catering and entertainment are sure to come with a higher price tag.

Negotiating 113

Negotiating Financial Food and Beverage Sponsorships 113

Attendease

APRIL 3, 2019

To a certain degree, you can limit potential problems by visiting potential venues in person before signing your contract to get a complete understanding of their parking situations. You’ve signed on a high-profile keynote speaker. Or unable to get to your event at all due to weather and/or transportation closures.

Speakers 285

Speakers Venues Events Social Media 285

QC Event School

DECEMBER 30, 2022

Coordinating logistics and transportation. The goal is to secure $5,000 in sponsorships to help cover the costs of venue rental, food and beverage, decorations, audio/visual services, transportation and other expenses associated with the event. Coordinating logistics and transportation. Creating custom decorations and ambiance.

Sponsorships 102

Sponsorships Food and Beverage Transportation Risk Management 102

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. Find cost savings tips for event tech, ground transportation, and venues, here. Ground-Transportation. she says. •

Food and Beverage 105

Food and Beverage Contracts Transportation Hotels 105

GEVME

NOVEMBER 7, 2018

Take care of any legal issues and contracts. The following are subject to regulation: budget, price (including additional expenses), cancellation conditions, terms and duration (from when the venue is at the organizer’s disposal), closure of streets for transportation, construction supervision, and other event-specific criteria.

Food and Beverage 166

Food and Beverage Venues Transportation Contracts 166

QC Event School

SEPTEMBER 29, 2022

An event program is a detailed outline of the event, including the order of events, the speakers or entertainment for each part of the event, and any other important information. Step 6: Book speakers, performers, and other entertainment. Step 7: Arrange for transportation and accommodation. Step 5: Create an event program.

Corporate Events 94

Corporate Events Event Planning Negotiating Trade Shows 94

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. Extra expenses include: Venue rental, stage setup, lighting, and AV recording equipment Onsite staffing and supply costs (catering, cleaning, security, PPE) Travel and transportation.

Speakers 248

Speakers 2021 Sponsorships Events 248

The Castle Group

SEPTEMBER 26, 2023

Make sure to require a formal contract and ensure all terms, policies, and pricing are clear and align with your expectations before signing. and transportation options. Additionally, successful event planning requires communication with multiple stakeholders, including vendors, speakers, sponsors, suppliers, venue, and event staff.

Event Management 52

Event Management Management Sustainability Food and Beverage 52

ePly

MARCH 26, 2024

Other factors to consider when selecting a venue include helpful on-site amenities, available parking, proximity to public transportation, and general ease of accessibility. This typically means developing a desirable lineup of performers, speakers, and/or presenters for your event.

Event Planning 62

Event Planning Negotiating Events Event Planning Tools 62

GEVME

NOVEMBER 7, 2018

Take care of any legal issues and contracts. The following are subject to regulation: budget, price (including additional expenses), cancellation conditions, terms and duration (from when the venue is at the organizer’s disposal), closure of streets for transportation, construction supervision, and other event-specific criteria.

Food and Beverage 120

Food and Beverage Venues Transportation Contracts 120

Event Leadership Institute

OCTOBER 29, 2020

And if so, what components should the contract include? What kinds of waivers or indemnification clauses should be in place – for attendees, speakers, suppliers, and contractors? How will plans be modified if an infection rate is low at contract signing/booking and increases leading up to the event date?

Insurance 105

Insurance Food and Beverage Contracts Transportation 105

Eventtia

JUNE 2, 2023

An event, as we know, can involve many different moving parts, so by planning early, you’ll get more options for different elements of the event: venue options, speakers/talents options, sponsorship options, marketing options, and so on. Even for smaller events, aim for at least one month in advance to plan the event.

Sponsorships 91

Sponsorships Insurance Social Media Food and Beverage 91

Eventtia

OCTOBER 9, 2023

What should you do when your key speaker suddenly cancels five days before the event? Identify and secure your event speakers The right speakers or talents can be a game-changer for any event, especially in retail. Once an agreement is reached, ensure all terms are laid out in a written contract.

Event Planning 88

Event Planning Retail Social Media Speakers 88

Social Tables

APRIL 20, 2023

If so, restaurant reservations, transportation, and other local accommodations may become more difficult to book as the event approaches. Not only can rehearsals help speakers and presenters become more confident, but they also ensure that the event planning team catches and corrects technical issues.

Event Planning 141

Event Planning Social Media Insurance Speakers 141

SmartMeetings

JULY 8, 2020

Adding motivational speakers, cooking classes and experiences will create more excitement and engagement. For ground transportation, spread delegates out on buses, even if it means more vehicles, and think of bringing in other transportation options with a healthy undertone, such as walking or cycling.

Travel 113

Travel Contracts Hotels Transportation 113

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

Coterie Spark

OCTOBER 4, 2021

Before you sign a contract with a venue, go over its health and safety rules closely and ask any questions. Similarly, think about whether it’ll help to put space between guests at the dining table or while transporting them between locations. Or maybe you just look for a slightly bigger space.

Conference 52

Conference Transportation Government Social Media 52

ePly

JANUARY 27, 2024

The world of event planning experiences success not just through having a great venue or a top-notch speaker line-up – it’s about getting the word out and drawing a crowd. Design a user-friendly website that provides and promotes key event details, speaker bios, agenda highlights, and event registration forms.

Event Marketing 62

Event Marketing Marketing Social Media Trade Shows 62

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. These companies provide end-to-end event management services. They can also coordinate things like catering, A/V equipment, and entertainment.

Event Management 130

Event Management 2023 Management Healthcare 130

Eventsforce

JUNE 12, 2019

Usually when events or meetings are cancelled, the party that signed the contract is responsible to pay either a flat fee or a percentage of the revenue they were to bring to the contracted supplier. Then, potential buyers can contact the reseller and negotiate for the contract. MeetingsNet: A Craigslist for Cancelled Meetings?

Tech 82

Tech Contracts Social Media Event Tech 82

Cvent: Event Marketing

MAY 21, 2019

Transportation costs, including airfare and ground transportation. 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.

Negotiating 39

Negotiating Hotels Food and Beverage Venues 39

Hubilo Blog

OCTOBER 15, 2021

Negotiate contracts with various vendors, hotels, caterers, and speakers. Coordinate transportation. Choose a venue that is easily accessible and is at a practical distance from public transport hubs. The right speakers can bring life to an event. It could be a motivational speaker or a subject matter expert.

Event Planning 52

Event Planning Corporate Events Contracts Social Media 52

Do Good Events

JULY 19, 2023

Finalize printed program Confirm transportation This can be buses, rideshare codes, or any VIP airport pick ups. Send caterer final count & meal requests This date varies, but is listed in your catering contract. It can vary from 2 weeks ahead of the event to 72 hours before, so be sure to keep track of this and plan accordingly.

Social Media 52

Social Media Sponsorships Contracts Transportation 52

Capterra Event Management

JUNE 4, 2018

Your headline-grabbing speaker won’t count for much without taking these factors into consideration. Transportation options (more on that later). When looking at local venues, your main concerns are the size of the venue, the cost, and transportation options. Transportation and parking options. Bus routes.

Venues 64

Venues Transportation Hotels Event Planning 64

Event Planning BluePrint

MARCH 25, 2024

Planning a conference involves curating content, managing speakers, organizing sessions, and ensuring that the flow of the event supports learning and interaction. Strategic planning ensures that every decision, from theme selection to vendor contracts, contributes to the overarching objectives of the event.

Event Planning 62

Event Planning Financial Negotiating Education 62

InitLive

MARCH 4, 2021

What kind of value do you want to provide, and which organizations and speakers would make ideal partners for your event? Shuttle or transportation service. Giveaways and speaker gifts. Conference Planning Task #6) Book speakers and vendors. You have likely created a list of desired speakers and vendors for your event.

Conference Planning 107

Conference Planning Conference Speakers Sponsorships 107

SevenEvents

MAY 26, 2023

pay close attention to details such as transportation, parking facilities, registration processes, and on-site navigation. for conferences, you could incorporate engaging elements such as keynote speakers, panel discussions, live demonstrations, and hands-on activities. for celebrations, you could consider interactive entertainment.

Event Planning 52

Event Planning Event Management Negotiating Venues 52

The MICE

MARCH 31, 2022

All speaker contributions are translated simultaneously into German or English, allowing all participants to follow the programme in the language they prefer. Second, other challenges are the impacts that changing pandemic travel restrictions and COVID-19 outbreaks may have on the ability of speakers to participate.

Sustainability 65

Sustainability Speakers 2021 2006 65

Bizzabo

AUGUST 13, 2018

From gathering speakers to securing sponsors, your to-do list seems to be never-ending. Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive by air, rail or automobile. These 10 tips will help you find the perfect conference venue. Source: EventMB.

Venues 115

Venues Conference Food and Beverage 2014 115

SmartMeetings

MARCH 14, 2017

Contingency plan – According to research from the Incentive Research Foundation , 54 percent of planners include contingency plans in all of their contracts with partners and vendors. Backup plan – In some cases, presenters are flying in from far-flung destinations, meaning flight delays could leave you without a keynote speaker.

Negotiating 43

Negotiating Transportation Travel Speakers 43

InitLive

NOVEMBER 10, 2022

What kind of value do you want to provide, and which organizations and speakers would make ideal partners for your event? Shuttle or transportation service. Giveaways and speaker gifts. Conference Planning Task #6) Book speakers and vendors. You have likely created a list of desired speakers and vendors for your event.

Conference Planning 62

Conference Planning Conference 2022 Speakers 62

Eventtia

FEBRUARY 7, 2023

Moreover, ChatGPT can assist lawyers in writing legal documents, contracts, and briefs. You will have the chance to hear from keynote speakers, participate in roundtable sessions, and network with fellow attendees. Speakers ❓Question: What international speakers can I invite to talk at this event? Example #1.

Speakers 48

Speakers Social Media Venues Advertising 48