Smart Meetings

DECEMBER 7, 2018

The most common mistake Howe sees planners make is that they don’t read their contracts. Contracts are self-inflicted wounds,” he says. You have no rights or responsibilities unless they are in the contract.” In the same fashion, planners need to do their research when hiring vendors. You hired the vendor.

Planner 209

Planner Contracts Contracts Vendor 209

Endless Events

APRIL 26, 2019

Ideally, your AV company should be one of the first vendors you hire. You should actually hire your AV company before you even sign your venue contract. Step 2: Prepare for the First Meeting With AV Company. Below are the best ways to prepare for your meeting. Come Prepared with Your Goals. Share Desired Layouts.

Vendor 267

Vendor Events Preparation Venue 267

Endless Events

FEBRUARY 5, 2020

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. Union rules may also apply – be aware of that when looking at venue contracts. Can you summarize the various areas of your contract?

Vendor 339

Vendor Contracts Contracts Speakers 339

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. Preparation.

Vendor 122

Vendor Certification Preparation Contracts 122

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. Safety : Are you prepared for a crisis, from natural disasters to accidents to other emergencies? Do your vendors and venues have emergency plans? Is another expected?

Management 207

Management Destination Management Vendor Certification 207

Social Tables

JANUARY 29, 2017

From other vendors to family members to CEOs, it is important to be the central person who can work with everyone and make the magic happen. Vendor Conflicts. In that case, the best way to prevent unnecessary tension is simply to avoid having vendors that do not get along on the same event team. Easier said than done, right?

Vendor 107

Vendor Event Planning Management Contracts 107

Endless Events

OCTOBER 12, 2018

If you hire a streaming vendor, they may send a technician to set up and take care of the box. If you know you’ll be live streaming a large portion of your event to people around the world, make sure the venue’s internet can handle it before you sign the venue contract. Find a Vendor. Venue internet service. Provider platform.

Remote 298

Remote Vendor Audience Events 298

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.

Rehearsal 297

Rehearsal Vendor Events Venue 297

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.

Contracts 98

Contracts Contracts Venue Vendor 98

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?

Contracts 523

Contracts Contracts Vendor Transportation 523

Smart Meetings

JANUARY 6, 2022

She said the announcement was being made now to allow clients, customers, supplies and partners the time to prepare. However, in life we should always respond and never react—these circumstances are what we have all prepared for, it is where we excel. 31 at Crypto.com Arena in Los Angeles. “I

Preparation 246

Preparation Online Contracts Contracts 246

MeetingsNet

MAY 21, 2019

When it comes to planning successful meetings and events abroad, preparation is critical, requiring research, patience, and practice. There are unfamiliar challenges when negotiating and contracting with foreign hotels, convention centers, and other vendors; different cultures to understand; and potential risks to be explored.

Contracts 61

Contracts Contracts Preparation Meeting 61

Smart Meetings

AUGUST 28, 2023

By signing a contract with a venue, meeting planners can quickly lose their freedom to choose their AV provider. Instead of concentrating on the number of screens you had last year or equipment assignments per room, different questions during the preparation stage may help you find the right, long-term AV provider.

Planner 235

Planner Meeting Training Audience 235

Endless Events

SEPTEMBER 12, 2018

Finally, you should book early to ensure your AV company has plenty of time to prepare a successful event, thus avoiding any rush fees. Above all, remember this key point that Brandt Krueger proposed in Event Icons Episode 44 that “Anything before the contract is negotiation. Anything after the contract is begging.”.

Contracts 204

Contracts Contracts Vendor Events 204

Endless Events

OCTOBER 31, 2018

It’s best to be educated and prepared when working with an AV Union to prevent being caught off guard. He will cover the basics of contracts, how the staff is AV union staff is hired, shadow labor and more. Unions have contracts with the venue. Here’s our contract.” However, it’s definitely true.

Contracts 199

Contracts Contracts Venue Rehearsal 199

Endless Events

JULY 23, 2021

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. Union rules may also apply – be aware of that when looking at venue contracts. Can you summarize the various areas of your contract?

Contracts 296

Contracts Contracts Venue Vendor 296

Endless Events

SEPTEMBER 10, 2021

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. Building good, long-lasting relationships with your vendors goes a long way.

Events 308

Events Vendor Technology Technology 308

Social Tables

MAY 30, 2019

Depending on the size or complexity of your party, you may want to brush up on best practices or party planning articles to prepare yourself. Prepare tip envelopes for party entertainers and staff. If you’re renting a space, double check your contract to see if you’ll be responsible for cleanliness at any point. Choose a theme.

Venue 199

Venue Entertainment Preparation Event Planning 199

ADMEI

OCTOBER 4, 2023

Events of every size require strategic preparation and skilled partners. As the definition explains, they can offer detailed insight into nearly every aspect of your event from planning through execution, along with providing valuable connections to local vendors. Oftentimes, it’s easier to deal with one person vs. twelve.

Benefits 148

Benefits Vendor Destination Management Transportation 148

Social Tables

APRIL 22, 2019

Here are some other ways this master planning guide can help: You can get on the same page with vendors and caterers well in advance. It takes careful planning to pay deposits on time and keep track of contracts. Add vendor timelines. All in all, vendors can only work with the information you give them.

Event Planning 138

Event Planning Vendor Events Sponsors 138

Social Tables

APRIL 20, 2023

If it rains at an outdoor event, will you panic or will you have a tent prepared to shelter guests from the elements? To streamline the check-in process at an event, prepare as much as possible in advance by: Sending check-in details in a pre-event email. Complicated vendor setup. Training event staff to maximize efficiency.

Event Planning 141

Event Planning Rehearsal Vendor Social Media 141

MeetingsNet

NOVEMBER 8, 2022

Talk it out with your AV vendor. Make sure you understand the AV contract. Be prepared to have printouts on hand for those who somehow missed that the session would be BYOP (bring your own presentation). Get quotes from multiple AV vendors. Also, ask for different options at various price points. Want more?

Vendor 122

Vendor Events Contracts Contracts 122

Convene by PCMA

JULY 27, 2022

Almost every aspect of event setup takes longer on site as the business events industry moves forward with fewer workers — so organizers need to prepare their staff members for possible challenges. The meeting rooms you contracted for may have been double booked. Prepare your staff. Jacob Slaton Photography). Short-staffed.

Organization 105

Organization Rehearsal Preparation Events 105

Social Tables

DECEMBER 13, 2016

The design stage is also a good time to finalize a clients allotted budget and narrow down the vendor options to form a suitable team of professionals that will help turn the couple’s dreams into a reality. If you are working with a Pinterest couple, ask them to pull up their wedding board and get a good feel for the vibe that they are after.

Vendor 96

Vendor Logistics Events Contracts 96

Traveler's Q

APRIL 3, 2023

When booking ahead of time, be sure to read the contract thoroughly and understand when payment deadlines and cancellation policies take effect. Keep All Supporting Professionals Within Quick, Digital Reach Most of the professionals you will contract will have a LinkedIn page.

Organization 130

Organization Contracts Contracts Automation 130

MeetingsNet

OCTOBER 29, 2018

Brought to you by: Being a successful meeting & event planner requires a multifaceted skillset—from people and project management to contract negotiation and technology prowess. Since most event planners work with outsourced tech vendors, we put together this list of tech fundamentals that will help you align event needs and goals.

Planner 91

Planner Vendor Insurance Contracts 91

Bizzaboo

APRIL 1, 2024

Prevention strategy: Start with a detailed plan covering every event aspect, from timelines and venue selection to vendor contracts and emergency plans. Being prepared can save the day, whether that means having backup vendors, indoor options for outdoor events, or extra technical equipment.

Logistics 103

Logistics Events Advertising Event Planning 103

Social Tables

JANUARY 30, 2017

Prepare, Prepare, Prepare. Like with most things, your success boils down to how well you prepared. From the beginning, be sure you are setting expectations for all vendors that will be working the event. Enjoy the process and remember to always be prepared for every situation. Click To Tweet.

Management 90

Management Logistics Preparation Events 90

Social Tables

OCTOBER 5, 2022

Step 6: Book event vendors, suppliers, and on-site entertainment. After securing your venue, work quickly to confirm event vendors and outsourced party services, such as day-of food or bartending service. Step 10: Final party preparations. Request an example event contract to review before making a firm commitment.

Vendor 29

Vendor Venue Entertainment Booking 29

MeetingsNet

APRIL 23, 2018

Gucu said, “Creating good energy for the whole team of staff, vendors, and entertainers means making sure everyone is involved. Gucu described an experience where his 1980s tribute band, 80s Station, had been contracted to play at a nightclub every Saturday for several months. Involve Everyone.

Entertainment 83

Entertainment Booking Contracts Contracts 83

MeetingsNet

SEPTEMBER 10, 2021

The convention center and local hotels told the association’s staff that they were prepared to host the event, arranging for extra food and supplies as well as generators for back-up power. Association staff and vendors landed in New Orleans on August 25, 26, and 27 to prepare for the August 29 start.

Meeting 94

Meeting Insurance Virtual Events Preparation 94

Social Tables

AUGUST 29, 2017

While Google is a place to start, don’t hesitate to ask other vendors for suggestions. The sooner a client can promote the accommodations to attendees, the better they will be able to prepare for the event in advance. Will they need a hospitality suite for preparations or for winding down between events? Click To Tweet.

Planner 68

Planner Contracts Contracts Logistics 68

Bizzaboo

JUNE 27, 2022

It’s preparing for the unexpected. Event Experience Leaders know how different contracts look these days. Agreements with venues, vendors, and sponsors often have built-in clauses that accommodate the unexpected twists and turns of the post-COVID world. Prepare action items that you can kick into gear if needed.

Management 97

Management Automation Social Media Communications 97

Convene by PCMA

AUGUST 25, 2021

Below, we have broken down the planners’ achievements into different categories, including pulling off virtual, in-person, and hybrid events, acquiring new skills, successfully negotiating contracts, and developing innovative initiatives, among other accomplishments. Global convention virtually and triaging contracts.

Virtual Events 98

Virtual Events Trade Show Contracts Contracts 98

Eventtia

OCTOBER 20, 2022

If you are planning a smaller event (or a simpler virtual-only event), you can have a shorter preparation time. an internal meeting), try to have at least one month of preparation time. For an event with a 6-month preparation time, we can start this second phase around the 4-month mark. What are the goals you’d like to achieve?

Event Planning 62

Event Planning Vendor Registration Social Media 62

Convene by PCMA

JANUARY 31, 2022

Gioia, publisher of the weekly Herman Trends Alerts, added a sense of urgency to that advice: “Those who do not look to — or prepare for — the future,” she said, “are destined to be its victims.”. It means that vendors can show more than they could fit in the physical environment,” he said, demonstrating the “both/and” way of thinking.

Trends 130

Trends Banking Events Preparation 130

MeetingsNet

SEPTEMBER 26, 2024

7 business-event pros weigh in on how to get what you need in an event contract and stay on budget. Get Off to a Good Start In this sellers’ market, timeliness is one of the most important elements of securing an event contract that works for all parties. Read every line closely” and be prepared to clarify or alter terms.

Meeting 52

Meeting Contracts Contracts Vendor 52