Guidebook

JANUARY 8, 2024

Look into associated costs like food and beverage, AV, and parking – are these included, where can you negotiate? Negotiate terms and specifics with the venue. Food and Beverage Consider and confirm the event’s food and beverage needs. Check venue availability and pricing.

Event Planning 78

Event Planning Food and Beverage Social Media Insurance 78

EventSource

MAY 24, 2021

As you negotiate vendor contracts, be sure to keep COVID in mind and ask these important questions: . Food and Beverage: How will the food be served and/or presented? What additional measures are being taken in the kitchen to ensure food safety? . Can we still have a buffet or food stations?

Venues 111

Venues Food and Beverage Negotiating Contracts 111

Velvet Chainsaw

JUNE 29, 2016

Customized – Canned presentations and stories don’t move audiences. Onsite Optimization – Captured or streamed keynote, concurrent session presentation, sponsor recognition, book signings, social channel engagement and VIP sessions/experiences. Current – The speaker’s expertise must be fresh; not the same shtick they did 10+ years ago.

Speakers 278

Speakers Conference Food and Beverage Negotiating 278

SmartMeetings

JUNE 3, 2019

Food and beverage is an essential element of any gathering—and it is also one of the costliest. It’s unfortunate that copious amounts of food go to waste, but event professionals need to ensure there is something for everyone and that there is enough. Savvy Contract Negotiations. In-House Catering.

Food and Beverage 85

Food and Beverage Contracts Negotiating Financial 85

Attendease

FEBRUARY 14, 2019

Ensure every member of your event planning team negotiates with vendors and makes an effort to get better pricing. Look for ways to keep attendees engaged and interested with fresh, relevant content and speakers, presenters, professionals or trainers. Poor budget accountability. Too many decision-making layers. Poor on-site experience.

Corporate Events 186

Corporate Events Event Planning Food and Beverage Negotiating 186

MeetingsNet

NOVEMBER 8, 2022

Hotels are currently in the driver’s seat when it comes to meeting negotiations. As one respondent to a recent MeetingsNet survey about cutting meeting costs said, “We always present as many dates as possible during the RFP process and then ask the hotel to propose best rates for their need dates. Tried-and-True Venue Cost Cuts. •

Venues 52

Venues Negotiating Food and Beverage Contracts 52

MeetingsNet

MARCH 10, 2022

Amid the labor shortage plaguing hotels, it's critical for planners and suppliers to communicate early and honestly, conduct fair negotiations, and—in case circumstances go awry—put everything in writing, according to meeting buyers, hoteliers, and the attorneys who represent each of them. Instead, have a buffet.”.

Contracts 122

Contracts Negotiating Food and Beverage Hotels 122

Stova

MARCH 17, 2023

The Event Planner's Guide to Venue Sourcing and the RFP Process This guide examines a shift event professionals are experiencing in negotiation power with venues. For the first time in decades, event professionals are in command of the venue negotiation and selection process. The sharing economy is giving power back to the user.

Venues 40

Venues Negotiating Food and Beverage 2023 40

Smart Meetings

NOVEMBER 1, 2021

Room setups are still requested to be socially distanced and we are offering food and beverage in a separate space with more room to spread out. Larger meetings of more than 100 are conventional meetings in execution, but with Covid safety protocols being followed (spacing, sanitation, food presentations).

Food and Beverage 111

Food and Beverage Venues Hotels Telecommunications 111

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. Keep F&B Simple.

Financial 94

Financial Insurance Meetings Food and Beverage 94

PCMA Convene

MAY 20, 2019

New research suggests that sharing plates of food leads to improved negotiations, an idea that business events professionals could use to enhance cooperation at events. All duos were then asked to role-play and negotiate a contentious issue. It’s not just the content, it’s how it is presented.

Negotiating 81

Negotiating Events Meetings 81

Eventmobi

JULY 5, 2023

Maintain open lines of communication with potential sponsors throughout the whole negotiation process. In return, your sponsors can present the awards to gain visibility during the ceremony. Provide them with opportunities to take part in, facilitate, or present research findings. So how should you price your package?

Sponsorships 195

Sponsorships Social Media Trade Shows Food and Beverage 195

Master the Event

FEBRUARY 10, 2024

Four of the Top Areas That Corporate Meeting Planners Review Are: The Times That Your Meeting Will Occur – a lot of corporate meeting planners have been able to save money on the hotel portion of their meeting by negotiating room rates and whether or not they can be lowered by moving their meeting two different days of the week.

Corporate Meetings 40

Corporate Meetings Meetings Transportation Food and Beverage 40

Master the Event

APRIL 2, 2022

Your clients know your budget restrictions will present some challenges. There is always some wiggle room in food and beverage. Now don`t starve your delegates (there’s nothing worse than having too little food) but take a realistic look at your menus. Business Event Planning – Falling Budget vs. Rising Expectations.

Event Planning 40

Event Planning Food and Beverage Negotiating Financial 40

SpotMe Blog

MAY 31, 2023

Logistical challenges Planning an in-person event also presents many logistical difficulties. The energy consumed for event logistics, such as heating, cooling, and lighting the venue, as well as the waste generated from food and beverage services, disposable materials, and promotional items, also contributes to the environmental footprint.

2023 130

2023 Technology Event Apps Social Media 130

Stova

MARCH 17, 2023

Along with the logistics and scheduling required to cater to the needs of presenters and attendees, human factors must always be taken into account. Some of the terms might change, with ‘presenters’ becoming ‘artists’, or ‘attendees’ becoming the ‘audience’. But the same organizational methods are used in either case.

2023 40

2023 Negotiating Food and Beverage Financial 40

Event Planning BluePrint

JANUARY 18, 2022

” Everyone gets the same plate of food, whether they like the sides or not. You can still negotiate the contract but the client should be responsible for all payments. . This package should also include having you and/or a team member be present on the day of the event to make sure everything goes as planned.

Consulting 112

Consulting Food and Beverage Contracts Sponsorships 112

MeetingsNet

MAY 16, 2019

Then, potential buyers can contact the reseller and negotiate for the contract. Original cost to the reseller was $4,000 plus tax; the present asking price is $2,750, and the contract is valid until September 30, 2019. The cost to the reseller for using the website is $25 per 30-day posting.

Meetings 89

Meetings Contracts Food and Beverage Hotels 89

Social Tables

AUGUST 31, 2017

Skip negotiations over event perks. Discounted food and beverage or room rates. During the early stages of the planning, both sides will waste time negotiating prices for these perks that both sides know the hotel is eventually going to offer at some discounted rate. Instead of wasting time, just skip the negotiations.

Hotels 79

Hotels Marketing Negotiating Social Media 79

EncoreAPAC

JANUARY 17, 2022

“When you reduce the amount of people coming to the in-person meeting,” Johnsen says, “that can also reduce the food, beverage and travel costs.” The more rooms equals more leverage with negotiations. Better yet, this can also be applied to the event production partner you use too. Virtual team costs are scalable.

Sponsorships 105

Sponsorships Food and Beverage Speakers Negotiating 105

Endless Events

SEPTEMBER 12, 2018

Negotiating aspects of AV quotes. Imagine for a moment that it’s the day of your event and a presenter notices that the monitor they were expecting to see, isn’t there. 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

PCMA Convene

NOVEMBER 23, 2021

COP26 is shorthand for the 26th United Nations Climate Change Conference of the Parties, a summit which brought leaders from more than 130 nations together to negotiate a global plan to address climate change. It also was the site for negotiations. People said, ‘If we have to do this, we will — but we cannot negotiate.

Negotiating 98

Negotiating Sustainability 2030 Tourism 98

PCMA Convene

MARCH 7, 2017

Better contract negotiations. Cut videoing of presentations. Increase in what we budget for food and beverage, and managing other costs more closely. What changes — positive or negative — have you made to your meeting over the last year because of the economy? Budget control is being exercised [two mentions]. •

Food and Beverage 67

Food and Beverage Risk Management Insurance 2017 67

PCMA Convene

AUGUST 29, 2016

The connection to the internet is not free,” said Michael Owen, managing partner for EventGenuity LLC , in “Managing Bandwidth Needs,” the latest video for The Intersection , presented by PCMA and PSAV.”Did ”Did you ever pay $5 for a cup of coffee? Somebody’s paying for it.”

Management 75

Management Wireless Food and Beverage Negotiating 75

Social Tables

APRIL 17, 2019

Event seating presents a unique challenge because attendance is dynamic and often changes up to and throughout an event. Meanwhile attendees are putting more emphasis on food and beverage, forcing planners to get creative and make F&B a prime focus. However, the strongest tactic is making F&B an experience in itself.

Hotels 149

Hotels Food and Beverage Negotiating Venues 149

Cvent: Event Marketing

MAY 14, 2019

Present your assessment using the previous chapter as your guide. At each hotel, make certain you do the following: Spend time with the chef and taste multiple food samplings of the type of menu your attendees are most likely to enjoy. Meet with the catering manager and review food and beverage minimums.

Food and Beverage 66

Food and Beverage Hotels Transportation Negotiating 66

PCMA Convene

APRIL 2, 2018

But the phone-tag negotiations moved at the speed of molasses. Much of Bizly’s appeal for Marjan Ghaffari, a senior procurement analyst for meetings, events, and travel for software company Informatica, is its visual presentation of properties. “I his building. The office’s conference space was flooded and unusable.

Meetings 97

Meetings 2014 Food and Beverage Contracts 97

Eventtia

APRIL 18, 2022

Negotiate details with the venue. Catering (food and beverages). Identify speakers/talents/presenters. Create a shortlist of talents you’d like at the event Contact the talents Negotiate and confirm. Talents’/speakers’/presenter’s needs: Ask for presentation/speech topics.

Social Media 62

Social Media Sponsorships Speakers Contracts 62

SpotMe Blog

JUNE 13, 2023

Content development: The content, from presentations and panel discussions to interactive workshops, is the heart of any pharma event. They can often negotiate better deals and availability. Pharmaceutical meeting planners handle it all – from venue selection and food and beverage to HCP attendee management, content creation, and more.

Event Management 130

Event Management 2023 Management Healthcare 130

Eventtia

OCTOBER 9, 2023

Cultivate your event branding Building a recognizable and cohesive brand for your event ensures it stands out and resonates with your target audience, especially in retail, where presentation matters greatly. Negotiate terms. Negotiate mutually beneficial terms. To achieve a robust brand identity: Start with the Basics.

Event Planning 88

Event Planning Retail Social Media Speakers 88

Stova

MARCH 16, 2023

This is a bit of a joke, but they may very well have expectations regarding food and beverage that you may be unaware of unless you ask. Once you do, present them back again so that you are all aware of the decisions made prior to sourcing. Negotiate favorable rates with offsite venues and vendors. Speaking of which.

Management 40

Management 2023 Meetings Negotiating 40

PCMA Convene

JUNE 7, 2021

We had one primary location where we broadcast from the presentations and stuff like that, but the event was designed to operate as a regional hybrid rather than a hub-and-spoke model. The hotels said we would have to serve more food and beverage if we extended that timeline. And so that was really the goal here.

Meetings 98

Meetings Food and Beverage Venues Negotiating 98

Eved

JULY 3, 2017

This report will provide total spend by category, such as Decor, Food and Beverage, Transportation, etc. And a spend by category report with accurate, up-to-date numbers will also give you that much more buying and negotiating power with your suppliers. Spend by Category. Spend by Supplier. Pareto Analysis.

Contracts 40

Contracts Meetings Negotiating Food and Beverage 40

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

Eventtia

JANUARY 11, 2022

Breaking the content into smaller chunks: Breaking down the presentations/sessions into smaller sections while also including frequent breaks. Revisit the content before the event and ensure it’s already well-planned: presentations, videos, and all sorts of content to be presented before the attendees. And others.

2022 62

2022 Event Management Management Food and Beverage 62

Event Leadership Institute

APRIL 10, 2020

Whenever I would give a presentation on this, someone would invariably joke “when I can have a virtual beer with a customer, then I’ll take this seriously,” and that often proved a tough narrative to overcome. . I know, people have been saying virtual events will take off for the last 10-15 years, myself included.

Financial 116

Financial Trade Shows Food and Beverage 2001 116

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.). “Understanding your participants’ purchasing power is one of the keys to negotiating with and securing event sponsors,” says Evan Harris.

Sponsorships 128

Sponsorships Social Media Negotiating Marketing 128