Your Post-COVID Planner Contract Questions Answered

SmartMeetings

In the latest Smart Meetings Accelerator “ Top Planner Contract Questions Answered ,” Lisa Sommer Devlin, an expert in contract law at Devlin Law Firm , answers those very questions (and more) for planners. Or can some of the wording in the original contract be changed?

Transportation of the Future: What You Need to Know about Hyperloop

Smart Meetings

It could be possible with hyperloop technology, and recent headlines have caused us to wonder if it really will be the high-speed, eco-friendly transportation answer for the future. When Musk released his first hyperloop designs to the academic and business community, he requested an open-source process, asking for feedback and collaboration on what he saw as a new, fifth mode of transportation—beyond rail, road, water and air. louis technology transportation virgin hyperloop one

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AV Contracts Explained

Canadian Special Events

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. . The deposit is due when you sign the contract and its purpose is to ensure you follow-through with your agreement. Many times vendors state that you are responsible for the items both in and out of the contract.

How to Win at Negotiating AV Prices for Events

Endless Events

You can often get a good discount on your quote by offering to pay much sooner, for example, 100% of the contract upfront. AV companies can be willing to discount their quote if it means they can boost their cash flow with upfront payments, to offset some of their contracts that pay on those longer terms. Keeping transportation costs in mind. In a way, looking at the transportation component of your AV quotes is much like the labor component.

Booking Group Business in the Future of Meetings

SmartMeetings

It was deemed “better than nothing,” but if used, it was suggested that this option should accompany a clause in the contract that allows an in-person site inspection at a future date. This will require more internal discussion and education about future contracts.

2020 99

How to Use All-Inclusive Properties as Incentives

SmartMeetings

During your two- or three-night site inspection and prior to signing a contract, Wendell’s smart tip is “ negotiate, negotiate, negotiate. A local DMC partner is often best for addressing transportation needs, to ensure quality, insurance and expert knowledge of the area and the entertainment it has to offer.

Corporate Entertainment Contracts – The Good, Bad and Negotiable

Canadian Special Events

Project managers, accountants, designers, and so much more and while we are not lawyers we deal with a lot contracts. Corporate Event Contracts. While we are not lawyers, we should be involved in reviewing contracts, especially if before they are signed. ground transportation. I always try to remind my clients about the fact that these riders are considered part of the legal binding contract and they are negotiable as long as we negotiate BEFORE SIGNING.

The New Corona Reality

SmartMeetings

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. Transportation.

Your company here

Event Industry News

Thank you for your interest in including your company in the industry’s No.1 directory. If you would like further details about how to feature your company here then email directory@eventindustrynews.co.uk or call +44 (0) 1777 802 111. www.eventindustrynews.com attracts 49,000 readers who between them search for event suppliers more than 16,000 times per month. There […]. The post Your company here appeared first on Event Industry News.

2017 48

Don’t Blow Up the Budget: How to Spend Less for More

SmartMeetings

With VR, planners can cut out travel, hotel stays and transportation expenses. Savvy Contract Negotiations. Contract negotiation is an incredibly important—if not the most important—part of planning your event. When something happens at an event, the terms of the contract determine who pays the price. Even something seemingly as small as the name in a contract is crucial. recommends avoiding using the name of the event as the contracting party.

How to Negotiate Hotel Blocks

Endless Events

Arranging a hotel block and finalizing the contract is one of the most important parts of planning an event. Without a firm hotel contract, everything else is up in the air. Transportation. Check the travel time from the airport, visit restaurants in the area, and travel on public transportation. In general, don’t ever sign the first version of the contract. Once you are both in agreement, sign the contract! This is Contracts 101.

International Meeting Safety Checklist

SmartMeetings

International contracts for vendors and venues could require different negotiation tactics than in the U.S. In case of evacuation, establish a relationship with the local DMC, which can help secure ground transportation and possibly private jets. International travel continues to grow every day; from more available flights to cheaper options, there are more opportunities for travelers and groups to discover new, exciting destinations.

2019 70

Hotel Room Blocks: Everything Event Planners Need to Know

Social Tables

When reviewing the contract, be sure to understand what is expected of them as well as what the hotel is responsible for providing. However, if parts of the event are off-site, determine if there is a shuttle that runs from the accommodations to the venue – otherwise, a client may need to look into private transportation. The ink has dried and the room block contract is complete – what next? The ink has dried and the room block contract is complete – what next?

6 event planning mistakes that will destroy your budget

Plan Your Meetings

Whether it’s dogsledding hundreds of miles north of Toronto or a desert or wilderness adventure, transportation costs can blow up a budget. Budgets and contracts Meeting and event design cost savings planning mistakesMany companies are especially budget conscious nowadays. Yet, many organizations continue to make event planning mistakes that explode their budgets. Here are six common event planning mistakes that can negatively impact your budgets…and tips on how to avoid them.

2017 57

Introducing the 2021 Event Planning Playbook

Event Farm

Like the venue, they must agree with your compliance protocols before you sign the contract. Developing a transportation plan. Transportation services will look different with staggered pickups and drop-offs and buses not filled to capacity.

2021 170

A "Craigslist" for Canceled Meetings?

MeetingsNet

An online reseller of contracted meeting elements launches a week ahead of its industry rollout at the IMEX show in Frankfurt. When meetings are canceled, the group that signed the contract is typically responsible to pay either a flat fee or a percentage of the revenue they were to bring to the contracted supplier. Planners can add photos to better describe the element for resale, and must provide the specific dates of the contract.

Zibrant expands associations business with major healthcare wins

Event Industry News

Zibrant, a market-leading event management, venue find, and accommodation agency, has strengthened its international association business with three new contract wins. In its capacity as a professional congress organiser; Zibrant will oversee conference logistics, event secretariat, exhibition & sponsorship, sales and delivery, social programmes, accommodation services, registration services and delegate transportation for the three healthcare […].

8 Tips for Choosing a Perfect Conference Venue

GEVME

Explore available transportation modes, and ensure that people can easily reach the location by train, automobile, plane, or public transport. Ideally, include a question about transportation preferences on the registration form or a pre-event survey to get an understanding of what to expect. Negotiate the price , or—if relevant—establish a multi-year contract with a venue host. Every conference starts with an idea.

2018 139

How to Prepare a Venue for an Event

GEVME

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. Information on the drafting of contracts is usually available in the General Terms & Conditions section.

2018 150

7 Things That Can (And Will) Go Wrong at Your Event

Attendease

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. Or unable to get to your event at all due to weather and/or transportation closures. No matter what kind of event you’re running, how many attendees you’re expecting, or what industry you operate in, something will go wrong at your event.

2019 240

How to Get a Celebrity to Come to an Event

GEVME

A rider is a document containing conditions of a domestic nature, such as accommodations, food, transportation, security, and more. When requesting an artist, you can choose several options: A traditional option is when the fee is paid separately to the artist or agency representing the artist, while the other conditions (transport, accommodation, per diems, etc.) When the contract is signed, the remaining 50% is paid a certain number of days before the event.

2018 152

Hybrid Event Best Practices: A Virtual-First Approach

Eventmobi

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

2021 230

How to Plan a Sustainable Event

GEVME

Transportation . Transportation (to and from the venue for those staying in hotels). The idea is to make minimum use of transport and spend less resources on it. Transportation. Set up group transportation.

How to Prepare a Venue for an Event

GEVME

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. Information on the drafting of contracts is usually available in the General Terms & Conditions section.

2018 120

COVID-19: Planning During a Pandemic

SmartMeetings

COVID-19 Considerations for Meetings Contracts. attorney at Devlin Law Firm, explained in a recent Smart Meetings Accelerator webinar “COVID-19 Considerations for Meetings Contracts” that the answer is complicated.

2020 62

How to Vet Limo Companies

Smart Meetings

Meeting coordinators and convention and visitors bureau representatives often enlist the services of limo companies to assist in transporting visitors to and from the airport and between activities on the itinerary. Sally Snead, executive vice president and chief development officer for Carey International, a global chauffeured transportation company, provides some helpful advice. Overly cautious planners should be allowed to personally see the vehicle before signing a contract.

2018 68

Spend Analysis Reports for the Meeting and Event Industry

Eved

This report will provide total spend by category, such as Decor, Food and Beverage, Transportation, etc. You may want to compare it to budgets, forecasts, or contracts to ensure that you aren’t overspending, or to ensure that you’re capturing all of your spend. This report will provide total spend by supplier, such as each individual DMC, hotel, transportation company, etc. Is there a contract opportunity with this hotel chain?

3 Strategies for Managing Client Expectations

All Seated

Before diving into the work, your agreement must be ratified by a contract. Explain the finer details like transportation costs, fire codes, virus safety measures, or catering requirements. Remember that termination clause in your contract?

2020 50

10 Questions to Ask Equipment Rental Vendors Before an Event

Social Tables

Are you familiar with how union contracts work at this venue? Does your rental contract require me to add you to my liability insurance? Some equipment rental contracts require that renters add the rental vendor to their liability policies to protect the vendor in the event of accidents involving the equipment. The ideal equipment rental contract specifies that you (the renter) have no liability until the equipment arrives at the event location.

2016 87

Avoid Event Entertainment Mishaps with These Pro Tips

Social Tables

There are other costs (usually outlined on the contract rider) that you’re responsible for covering, and if you’re not careful, these costs can snowball until you’re way over-budget. This can include entertainers typically don’t travel alone to events, plus transportation to and from the venue. But in some cases, entertainers will walk away from a contract if the accommodations aren’t in line with their expectations. Lock down the contract.

Meeting Planners Unite Sets 2019 Agenda

Smart Meetings

Bruce reported that four audiovisual companies have agreed to offer rebates to planners when they contract for alternatives to the hotel AV team. He is negotiating with transportation companies, as well. Three weeks after Hyatt Corporation confirmed that it would cut planner commissions, thereby following the lead of three other large hospitality companies, Meeting Planners Unite held its first conference in Washington, D.C.

2019 72

2019 40 Under 40: Pamela Wike Boyd, CMP, The Solid Waste Association of North America

Connect Your Meetings

What I do: I am responsible for all meeting arrangements, including food service, room setup, audiovisual, registration, transportation and a list of other key elements for our three main events. I also manage the pre-show selection process, including contracting, site selection and visitation. Pamela Wike Boyd, CMP, 33, works in Silver Spring, Maryland, as senior manager of meetings and events at The Solid Waste Association of North America.

2019 64

Now is the time to rethink and restart the events industry: Interview with Angeles Moreno, Managing Partner at the Creative Dots

The MICE

It was a big contract, which took six months of negotiations to come to an agreement. Before having my new company, I already had a one-year contract signed for our first project for a hotel company.

2020 83

Visions Group and Caboose & Co Build Temporary NHS Staff Village

Event Industry News

Despite lockdown challenges, our Caboose team and transportation partners responded and adapted quickly, ensuring that rooms were rapidly deployed and installed to help ease community pressures.

2020 81

How to Find the Perfect Event Venue: A 10-Step Guide

EventBank Insights

Cost Capacity Location Transportation Wifi Amenities Ambiance Layout Insurance Timeframe. Finally, always make sure that you confirm all agreed times, dates, costs and any other details in a written contract. Transportation and Parking. Another aspect to take into consideration is transport links to and from the event venue. Is it easily accessible by public transport?

7 Considerations: Financial and Insurance Planners Plot the Return to Productive Meetings

SmartMeetings

Contracts need to designate roles and responsibilities for meeting professionals and their hospitality partners under a number of different scenarios, depending on who is in charge of executing best practices for the pandemic when the meeting actually occurs. Alternative plans covered in the contract also need to include the possibility that a group may outgrow a venue if social-distancing guidelines make the space unworkable.

How to Get a Celebrity to Come to an Event

GEVME

A rider is a document containing conditions of a domestic nature, such as accommodations, food, transportation, security, and more. When requesting an artist, you can choose several options: A traditional option is when the fee is paid separately to the artist or agency representing the artist, while the other conditions (transport, accommodation, per diems, etc.) When the contract is signed, the remaining 50% is paid a certain number of days before the event.

2018 120

6 Examples of Event Sponsorship Packages

GEVME

It’s pretty common to think of a sponsorship package as a contract established between an event organiser and a sponsor. Hospitality programs: In the role of a key sponsor of the Australian Open , Kia developed a great hospitality program, bringing fans together and delivering high-quality transportation services on the ground. With the meetings industry getting more sophisticated, the costs of event production are quickly increasing.

Guest blog: The event industry gets serious about sustainability

Event Industry News

The industry is all too aware of the environmental damage caused by everything from plastic and non-recyclable branded materials, food wastage, excessive travel, generators, transporting goods, long hours on-site or in the office to ‘get the job done’ and sleepless nights and stress. By Chris Farrell, MD, Impact Reporting.

Corporate Conference Planning Checklist

GEVME

Research additional aspects like accommodation capabilities, parking, transportation options, catering, and more. Make your final selection, confirm the final details with a host, and sign a contract. The unique story of any conference should begin with the goal and then a detailed plan on how to reach this goal.