Smart Meetings

DECEMBER 14, 2022

Here are the 10 questions you need to ask the event tech vendor before you get started. Their answer should provide a 360-degree view of what you can expect after you have contracted with the vendor; you need to know how they will handle your account from signing to the event execution. What does my post-sale journey look like?

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Smart Meetings

MARCH 28, 2022

Now two years out from where we were at the pandemic’s genesis, one question continues to peck at the minds of meeting planners: “Can the fear of Covid be sufficient enough to trigger force majeure ?”. Post-Covid Contract Solutions.”. The Act of God: What To Include in Your Force Majeure Contract.

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Contracts Contracts Insurance Government 195

Smart Meetings

AUGUST 28, 2023

But to mesmerize your audience with something they haven’t seen before, meeting planners should invest time developing a productive relationship with an AV partner. By signing a contract with a venue, meeting planners can quickly lose their freedom to choose their AV provider. Meeting planners are the leaders of event teams.

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Smart Meetings

JANUARY 4, 2019

Many hotel contracts mandate use of an in-house AV provider and contain clauses prohibiting use of other vendors or charge for the privilege of using the planner’s preferred vendor. Knowing this and other nuances associated with AV services contracting can help contain event costs and access to the optimum AV solution.

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Vendor Contracts Contracts Insurance 206

Endless Events

AUGUST 16, 2019

Event planners can purchase a variety of different types of insurance to cover different aspects of their event. . It protects you and all other insured parties involved, for essentially anything that is out of your control within the realm of the venue, event planner, caterers, etc. Should I Pay for a Damage Waiver from a Vendor?

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Insurance Vendor Certification Events 366

Smart Meetings

AUGUST 12, 2021

Planning and planning for weeks on end, getting everything in order—vendors, speaker, planners, F&B, those little odds and ends. We also have a duty of care for all vendors and staff working the event,” she said. As a planner in the medical association, Ferguson said, the hybrid component has helped greatly. “It

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Smart Meetings

JUNE 2, 2023

6 steps to finding the right event tech vendors and product Finding the right event tech can be a long, tedious process. The journey of locating vendors and the resources that best match your needs can send any planner into a tailspin. Nguyen posed a few questions for planners to ask themselves.

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Social Tables

DECEMBER 6, 2016

Since a large percentage of equipment used for events is rented, it’s important to ask your equipment rental vendor the right questions to ensure your rental goes smoothly and the equipment performs according to expectations. Start by asking these 10 questions long before you’ve agreed to work with an equipment rental vendors.

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Endless Events

MARCH 6, 2019

Did you know that venues can receive kickbacks for referring their in-house vendor? For those who don’t really understand, a lot of times, the in-house AV company is contracted by the hotel in a relationship that allows them to kind of work together. Makes sense right? So let’s talk about this really quick.

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Smart Meetings

OCTOBER 23, 2023

Steve Steinhart Both planners and sellers will have to make paradigm shifts if 2024 is to become the new high watermark for group attendance and revenue. If a group is looking to book in 2024, Omni may negotiate contracted rates and concessions if they will book more of their meetings with a sister Omni hotel in future years.

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Endless Events

JULY 26, 2019

If you aren’t familiar with common terms or need a refresher go read the blog, Event WiFi Terms Every Planner Needs to Know. . Often though, we don’t give the same attention to your vendors, exhibitors and event staff, but it’s critical to keep them in mind. Think About Event WiFi Needs. Plan Way Ahead . Don’t wait!

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Endless Events

OCTOBER 12, 2018

Plus, event planners don’t have to pay for wasted meals and rooms. It’s up to event planners to find that purpose and make it beneficial to the event. If you hire a streaming vendor, they may send a technician to set up and take care of the box. Find a Vendor. In general, you get what you pay for with live stream vendors.

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Endless Events

APRIL 7, 2020

And while a lot of planners’ attention is focused on virtual events , a part is also concerned with cancellation. “Force majeure is a legal term that’s been around for a long time and it’s in your contracts, but it’s separate from your contracts”, Josh explains. So, what do you have to do?

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Contracts Contracts Events Vendor 229

ADMEI

DECEMBER 13, 2023

Even the most meticulously planned events can fall prey to natural disasters, a pandemic, vendor cancellations, and keynote speaker travel delays. Will travel routes be affected? Contracts : Are your contracts with venues and vendors solid? Do your vendors and venues have emergency plans? Is another expected?

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Management Destination Management Vendor Certification 215

MeetingsNet

NOVEMBER 22, 2019

Today’s cybercriminal only needs one piece of information to wreak havoc with meeting planners - an email password. Ever been hit with fees for using an outside partner after you have signed a contract? Not sure how to contract for WiFi service? Disclose and Contract Early. This is a reasonable request.

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Contracts Contracts Vendor Certification 105

Endless Events

OCTOBER 25, 2019

As an event planner, you’re juggling a dozen or more balls. You’re dealing with vendors, speakers, performers, caterers, marketers, the media, you name it. Permits comments, assignees, attachments, checkboxes, and other useful features for event planners. Pros: Offers everything event planners need on the free plan.

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Smart Meetings

NOVEMBER 28, 2022

As planners, before the pandemic, we had longer lead times to plan events and a wider choice of venues. There were many vendors to choose from, all of which had plenty of options and ample supplies. This is putting a tremendous strain on the industry and our vendors. Read More : Partner Your Way Through the Post-pandemic Surge.

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MeetingsNet

APRIL 4, 2024

Planners: Do not sign venue contracts for event production, electrical services, internet access, and support services until you read the full document—especially if you are bringing in an outside audiovisual company for the event, which usually results in extra conditions and raises prices for certain elements.

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Endless Events

MARCH 9, 2020

I, happily, if I get beat by them, I’m happy to admit that there are times where they are a great vendor. “And I think that rings true because pretty much everyone that I know, almost every planner that I know of when they say the word PSAV, do it with a little bit of disdain in their mouth.

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Social Tables

FEBRUARY 17, 2017

If you are currently looking for a caterer, or know of someone who is, here are 10 helpful tips for choosing the perfect vendor: 1. Party planners and hosts have the stressful job of preparing for anything that could happen, so it makes it easier on everyone if all parties are as flexible as possible. Flexibility. Detail Oriented.

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Endless Events

AUGUST 22, 2018

If you don’t see that piece of equipment on site, then you are in good standing to negotiate with your vendor. You can often get a good discount on your quote by offering to pay much sooner, for example, 100% of the contract upfront. Ask them: where it is? Is it needed? Then, what are they going to do about it?

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Contracts Contracts Vendor Transportation 523

Smart Meetings

JULY 26, 2024

Moten points to “what if” elements such as weather disruptions, which could result in a $20,000 tent fee as a backup for planners. Transparency is an asset when negotiating with vendors Incentive packages have greatly improved over the years in both quality and customization.

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Endless Events

SEPTEMBER 12, 2018

For all the event planners out there trying to plan an incredible event and make a budget work, we hear you. Knowing how to negotiate event AV is a must-have skill for any event planner. Above all, remember this key point that Brandt Krueger proposed in Event Icons Episode 44 that “Anything before the contract is negotiation.

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Contracts Contracts Vendor Events 204

Endless Events

NOVEMBER 8, 2019

Soon enough you find yourself complacent not really thinking about why you’re hiring vendors and choosing the same ones over and over. We know when you find a great vendor you want to stick with them! In fact, many of our clients sign multiple-year contracts and use us for their AV needs year after year.

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Vendor Contracts Contracts Venue 204

Endless Events

JULY 23, 2021

And even for the seasoned event planners of the industry, AV, in particular, can get quite overwhelming. In every contract, an Audio Visual (AV) quote is the piece of a vendor agreement that has the dollars attached to it that breaks apart the projected cost of different materials. How are you supposed to know who to hire?

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Endless Events

APRIL 12, 2019

Your AV company should be one of the first vendors you hire. In fact, you should ideally hire your AV company before you even sign your venue contract. Pre-plan where each item will be hung to avoid additional costs and check with your venue before you sign the contract whether or not rigging points and included in the cost.

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Endless Events

OCTOBER 24, 2018

Hotels are learning that, hey, planners are realizing that it’s hard to get wifi. Think about also vendors and exhibitors, also all your AV vendors, anyone else that needs to basically WIFI. Look into 3rd Party Vendors . So, keep that in mind, you can bring in the third party vendor, potentially, to do all this.

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Endless Events

APRIL 8, 2019

Overall, how can the process be as smooth as possible for the client and vendor alike? “There’s definitely a gap between the vendor knowledge and the client knowledge”, says Will. “There are an awful lot of planners out there that still just get the quote from the in-house and go with it”, says Brandt.

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Endless Events

SEPTEMBER 10, 2021

Just when event planners thought they had enough to think about, the question arises. And this, of course, includes the AV company you’re signing a contract with. Well, the problem here is that you settle and become complacent with your vendors, choosing the ones you’ve been working with forever. Oh, event AV costs.

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Endless Events

JUNE 10, 2020

There are all kinds of questions going through event planners’ heads right now. Are they there to sign contracts and close deals? Figure out how to do intimate sessions with, for example, the vendors. Or maybe better yet, one of your vendors is really good at social media marketing. And think about the purpose.

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MeetingsNet

MARCH 1, 2024

The newest award-winning convention services manager dishes on all the things CSMs can do for planners: “We’re like Siri for the destination.” Just Ask Siri Fitzpatrick notes that “it’s a CSM’s job to connect planners with the right partners and resources in the city for their specific needs.

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Planner Contracts Contracts Vendor 97

Endless Events

FEBRUARY 6, 2019

If you’ve happened to catch our #EventIcons S**t Event Planners Say, then you know you are in for a treat! So, let’s start it right off with planners are asking us all the time, “Hey, is that really … do we need all that gear, that’s more than I asked for?” This Whiteboard Wednesday is all about the *?#!

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Rehearsal Contracts Contracts Planner 263

Endless Events

SEPTEMBER 9, 2021

After a hopeful summer, filled with festivals, industry events , and a whole lot of catching up, event planners and professionals find themselves in a pickle yet again. ” What is an event planner to do these days? When it comes to social events, it’s just a bunch of individuals.

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Smart Meetings

JUNE 28, 2024

If you can contract far enough in advance, you can secure better rates before supply is squeezed. Negotiate with vendors and hotels for terms such as reduced management fees and service hours, things attendees can’t see and you might be able to handle internally. Like most things in life, timing makes a difference.

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Incentives Contracts Contracts Vendor 187

Social Tables

MAY 6, 2019

Thanks to these and other wedding statistics, we know that being a wedding planner can be both financially and emotionally rewarding. It takes some time but this is one wedding planning tip that event planners can use at every single wedding they do. You’ll also want to spend this time reviewing your contract.

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Vendor Contracts Contracts Planner 134

Endless Events

MARCH 22, 2019

With over 10 years in the events industry and producing thousands of events, we wanted to do a live that helps educate and empower planners by breaking down AV bids. If the number is too high planners will begin to take a hard look at the quote. We will break them down live on air showing you the good, the bad and the ugly.

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Social Tables

NOVEMBER 16, 2016

If you ask the right questions, to the right people (your boss, stakeholders and/or most importantly, your rental vendor), you’ll be well on your way to savings. To help you with your own process, I have formatted my tips in a form of the questions that you should ask yourself before negotiating your next rental contract.

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Vendor Contracts Contracts Social Media 120