Endless Events

SEPTEMBER 22, 2021

That’s why the event timeline serves as a guiding document that sets expectations and deadlines for each individual member of the event staff. Select your venue, virtual platform, and major vendors. Other important vendors that need to be booked well ahead of your event include your AV team, entertainment, and speakers.

Vendor 334

Vendor Events Speakers Registration 334

Endless Events

NOVEMBER 25, 2019

Whether they’re exhibitors, sponsors, vendors, the B2B partners that are interested in these live events, how to better match them with the live event organizers and with the event properties” “The other piece of what we do is, we have a marketplace”, he continues. “We call it a sponsorship marketplace.

Production 282

Production Management B2B Meeting 282

Endless Events

APRIL 9, 2021

Check out the full document to know how much you can expect to spend on each! Includes everything from Google ads to vendor and sponsor associated costs. Depending on the scale and scope of the experience, the costs associated with each of the aspects presented in the checklist can vary widely, but we added ballpark figures for them.

Virtual Events 334

Virtual Events Sponsors Rehearsal Events 334

Smart Meetings

JULY 24, 2023

Additional considerations should be given to the number of attendees, crowd management, alcohol-related incidents, traffic management, emergency evacuation, and vendor management. Clearly identifying risks enables event planners to develop and implement targeted mitigation strategies. What is the potential of each risk?

Vendor 246

Vendor Communications Communications Social Media 246

Endless Events

DECEMBER 18, 2020

As a collaboration tool, the whiteboard allows you to import documents and images that you can edit in real-time from your PC, Mac, or tablet. Even your event partners and vendors can have access to the most important aspects of the strategy and work alongside planners in order to execute an event to perfection.

Remote 324

Remote Virtual Events Technology Technology 324

Endless Events

JUNE 21, 2018

It’s vital you use the right vendors when planning a safe event so that you know the equipment, but also the setup is up to scratch. We’ll talk about how to ensure you’re using the right vendors for this shortly. Ask your vendors the hard questions and make sure their products and practices are safety-compliant too.

Vendor 265

Vendor Events Planner Certification 265

Endless Events

JULY 26, 2019

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. However, with some planning and a great WiFi vendor, this is easily preventable. . There are a lot of questions you should be asking so be sure to write them down and ask your vendor! .

Vendor 282

Vendor Events Venue Contracts 282

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. Keep in mind that AV quotes will come in various types of forms, excel documents and software. Well, AV quotes will always be part of an agreement.

Vendor 339

Vendor Contracts Contracts Speakers 339

Endless Events

JUNE 10, 2022

If you want to truly discover ways to improve your event, you need to collect new data straight from your team, attendees, and vendors while it’s fresh in their minds. Don’t forget to include your vendors in this exercise as well, especially if they are also present during the event. Start planning. Have an agenda.

Meeting 348

Meeting Sponsors Audience Events 348

Smart Meetings

OCTOBER 3, 2023

Their living document strategy enables Greater Miami and The Beaches (GM&B) to address urbanization, globalization and climate change. Their free option offers guidelines, a sustainable gatherings program guide and a preferred vendors list. They don’t have the time or resources, so they’re looking to the vendor to do it for them.

Certification 245

Certification Sustainability Vendor Venue 245

Bizzaboo

JANUARY 6, 2025

From selecting the right vendors to managing on-site operations, every detail plays a vital role in delivering a smooth and impactful conference. Heres what you need to focus on: Vendor Management: Select reliable vendors for catering, audiovisual equipment, and other conference management services, and establish clear communication channels.

Conference 105

Conference Management Automation Social Media 105

Smart Meetings

MAY 23, 2023

Diverse vendors such as chefs, decorators, audio-visual technicians, professional photographers and a wealth of other industry talents bring rare culture to event destinations. ESPs representing hotels, CVBs and convention centers authentically strive for one common goal and that is to host a most memorable event for stakeholders.

Hospitality 242

Hospitality Vendor Education Trade Show 242

Smart Meetings

FEBRUARY 28, 2023

Diverse vendors—chefs, decorators, audio-visual technicians and a wealth of other industry talents—bring unique culture to event destinations. Read More : The Diversity Among Us Corporate and social events alike basically strive for one common goal and that is to host a most memorable event for stakeholders.

Hospitality 52

Hospitality Education Vendor Training 52

Endless Events

APRIL 12, 2019

Your AV company should be one of the first vendors you hire. The worst thing you can do is assume every vendor and event staff are ready for your event. It might even be helpful to create a document that states each person’s role and send it out to the team. Planning an event? Hiring Your AV Company Too Late.

Rehearsal 297

Rehearsal Vendor Events Venue 297

Endless Events

NOVEMBER 29, 2021

Grip makes it very easy to show interest in other attendees and participating vendors. It provides an immense array of virtual lobby templates to implement as the home page, vendor booth, VIP lounge, or theater. The user’s briefcase allows them to see their notes, connections, and bookmarked users and documents. Albert’s Aha!

Platform 334

Platform Registration Sponsors Events 334

Techsytalk

JULY 25, 2016

Perhaps they could have a document that outlines all the different factors and allows a planner to see what is included and what is not included. If a venue’s booking process is really complicated, it would be helpful if they’d make it as simple for the planner to understand as possible.

Planner 167

Planner Venue Website Events 167

Endless Events

JANUARY 9, 2023

Every time there was a change in the program, you had to update documents manually. I can input costs in terms of time, vendor expenses, and flights. Similar to sending speakers a link to put in their info, vendors can also receive a link. This is especially important for large events managing large budgets or a lot of vendors.

Management 177

Management Vendor Events Platform 177

Social Tables

MAY 6, 2019

Oh and make sure you follow up the meeting with written documentation of everything you’ve discussed. Form relationships with your favorite wedding vendors. But a wedding planner who also brings an army of uber talented, tried-and-true vendors along with them? Clients, vendors, event space managers. It’ll be worth it.

Vendor 134

Vendor Contracts Contracts Planner 134

Endless Events

JULY 11, 2018

Dropbox is a personal cloud that holds files and documents. OneNote is an app you can download that holds documents and is a place to store your creative ideas and collaborate with others. The next one is OneNote. The last one we recommend is Evernote.

Conference 189

Conference Sponsors Vendor Location 189

Smart Meetings

AUGUST 16, 2018

Ask the vendors to use reusable containers rather than disposable items. Use the blank side of your printed documents. You can conserve your energy and resources with these tips: Use napkins instead of disposable plates for “finger foods”. Try and avoid single servings as much as possible and serve condiments in bulk.

Manufacturing 170

Manufacturing Events Venue Contracts 170

Social Tables

APRIL 20, 2023

Complicated vendor setup. Waiting too long to confirm with event vendors Confirming your event with vendors includes much more than simply booking the event date and paying a deposit. Event collaboration software helps planners keep vendors, suppliers, and even stakeholders communicating prior to the event.

Event Planning 141

Event Planning Rehearsal Vendor Social Media 141

Smart Meetings

OCTOBER 8, 2024

Identify community organizations and establish vendor and supplier relationships. Whether or not you are a signatory or supporter [of NZCE],” says Rees, “it is a free of charge initiative where the process progresses and documentation is there for the entire industry to utilize in their journey towards net zero.”

Trade Show 246

Trade Show Sustainability Conference Vendor 246

Endless Events

MAY 19, 2020

You can virtually hold staff and vendor meetings virtually with tools like Zoom and handle daily communications through Slack. Collaboration tools such as Trello and GDrive make staying organized and sharing documents a cinch! . With today’s technology, collaborating with team members near and far is simple.

Virtual Events 334

Virtual Events Trends Events Communications 334

Traveler's Q

FEBRUARY 16, 2023

Within 1 to 2 weeks Pick up your dress/tux Confirm your travel plans Ensure you have the proper cash (in the right currency!)

Rehearsal 130

Rehearsal Vendor Proposal Booking 130

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. After documenting these anchors, you can add in the common event timeline milestones that we’ve written about below. Add vendor timelines. Choose your venue, caterer, and other main vendors.

Event Planning 138

Event Planning Vendor Events Sponsors 138

Social Tables

JANUARY 17, 2018

Under this section of your list, you can add details such as research costs of rentals or negotiate a discount with vendors. Your checklist is a living, breathing document, and this format encourages you to keep revisiting all aspects of the event until it is as cost-effective as possible. There are vendors to interview and select.

Event Planning 137

Event Planning Logistics Vendor Social Media 137

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

Eventtia

OCTOBER 20, 2023

By identifying these potential pitfalls in advance, organizers can take preventive measures by reallocating funds, renegotiating with vendors, or adjusting event components to fit within the budget. Similarly, a previously available service or product might become scarce, requiring a vendor change or strategy.

Vendor 117

Vendor Events Venue Entertainment 117

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. Keep in mind that AV quotes will come in various types of forms, excel documents and software. AV quotes will always be part of an agreement. Give And Take.

Contracts 296

Contracts Contracts Venue Vendor 296

Social Tables

JULY 31, 2018

This team will get deep into the details in order to plan every piece — from searching for venues to working with vendors and sponsors. At a granular level, their focus will be on confirming vendors (food and beverage, lighting, A/V), working closely with the venue, and creating a production schedule for the event. Branding/Design.

Sponsors 149

Sponsors Logistics Vendor Events 149

Endless Events

NOVEMBER 15, 2019

You can virtually hold staff and vendor meetings virtually with tools like Zoom and handle daily communications through Slack. Collaboration tools such as Trello and GDrive make staying organized and sharing documents a cinch! . With today’s technology, collaborating with team members near and far is simple.

Trends 314

Trends Events Communications Communications 314

AltexSoft Travel

JULY 3, 2020

This organization facilitates discussion around hotel technologies, and joins: hospitality businesses, technology vendors, and. Vendor Advisory Council represents a council of technological vendor executives that also provide consulting and support to the Board of Governors. Vendor membership is dedicated to technology vendors.

Hospitality 76

Hospitality Technology Technology Publishing 76

MeetingsNet

OCTOBER 29, 2018

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. These details will make any load in or load out much easier and keep your AV/IT and event vendors happy. Load In / Load Out. Technology Labor. Exhibitor Order Forms.

Planner 81

Planner Vendor Insurance Contracts 81

Endless Events

MAY 10, 2018

The traditional spreadsheet are always our go-to, however, tools such as Xero or Quicken are great modern tools to help support your main tracking document. Are their restrictions on outside AV vendors? Budget management tools are helpful aids when breaking down budgets and setting out clear breakdowns of costs. Accommodations.

Venue 246

Venue Conference Entertainment Audience 246

Traveler's Q

MARCH 2, 2023

Document all wedding-related purchases, vendors, receipts, and contracts so that you will know exactly what has been spent and where. Try to find wedding vendors that offer discounts, deals, and coupons. Not Tracking All Wedding Spending You will have to track wedding costs and budget items to stay within your wedding budget.

Insurance 26

Insurance Transportation Vendor Planner 26

Bizzaboo

AUGUST 30, 2023

Recognize which tasks you must oversee and which can be handled by team members or vendors. Negotiate with Vendors Vendors, ranging from caterers and decorators to technical providers and entertainment professionals, play pivotal roles in bringing an event to life. However, costs can escalate quickly if not kept in check.

Event Planning 95

Event Planning Vendor Events Automation 95

MeetingsNet

JULY 9, 2021

The other element that must be ingrained in the budgeting process is clear communication between the lead planner and his or her peers, managers, C-suite executives, and vendors. Keeping in mind, Schwartz said, that the latter is the most expensive meeting format and that executives probably don’t know that.

Vendor 105

Vendor Events Planner Communications 105