Smart Meetings

AUGUST 28, 2023

By signing a contract with a venue, meeting planners can quickly lose their freedom to choose their AV provider. Read More : 10 Questions to Ask a Potential Event Vendor Your AV provider’s technicians will be interacting with your staff, your presenters and your audience. Here’s the location. Minimize the downside.

Planner 235

Planner Meeting Training Audience 235

Traveler's Q

FEBRUARY 8, 2024

When choosing a venue, consider factors such as the ambiance, location, size, and amenities. So, take the time to research and visit multiple locations until you find the one that resonates with you the most. When choosing vendors, do your research and read reviews from past clients.

Vendor 130

Vendor Trends Venue Planner 130

Endless Events

OCTOBER 25, 2019

You’re dealing with vendors, speakers, performers, caterers, marketers, the media, you name it. Event planners can “hack” Asana by listing speakers, performers, vendors, etc as “tasks” and attaching their contracts, promo photos, and so on to the task. As an event planner, you’re juggling a dozen or more balls. Is totally free.

Event Planning 222

Event Planning Vendor Sponsors Events 222

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 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. . Be clear on your needs, all events and event locations. Don’t Forget Exhibitors and Event Staff .

Vendor 282

Vendor Venue Events Contracts 282

Bizzaboo

AUGUST 3, 2023

of organizers say they have changed or plan to change their event management software vendor within the next year ( Bizzabo , 2023) 72.5% Be sure to ask the vendor to walk you through an in-person conference registration setup to see what it looks like from start to finish. Here are some telling statistics about event tech: 68.9%

Management 98

Management Registration Vendor Event Apps 98

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

Motivation Excellence

JANUARY 8, 2020

This might include tasks such as: Coming up with ideas for the event’s theme Deciding on a color scheme and designing invitations Working with the client to create a budget Locating the best venue Planning the event’s entertainment Finding a caterer and deciding on a menu Negotiating contracts with hotels and vendors.

Event Planning 130

Event Planning Management Vendor Communications 130

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. If you hire them before the venue they can be your advocate in finding the best location for your event. Second, locate where the rigging points are within the event.

Rehearsal 297

Rehearsal Events Vendor Venue 297

Social Tables

APRIL 20, 2023

Ignore competing events Clients often approach planners with specifics in mind for an event, such as the date, location, or event design. 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 Planning 141

Event Planning Rehearsal Vendor Social Media 141

Traveler's Q

APRIL 3, 2023

It is recommended to reserve the venue at least 6 months before the event to ensure that your preferred location and date are still available. When booking ahead of time, be sure to read the contract thoroughly and understand when payment deadlines and cancellation policies take effect.

Organization 130

Organization Contracts Contracts Events 130

Social Tables

AUGUST 10, 2023

They work with clients to determine the vision for the event, choose vendors, create a budget, and ensure that everything runs smoothly on the day of the event. Event planners may also be responsible for managing vendors, coordinating with staff, and ensuring that everything runs smoothly on the day of the event. Social event planners.

Planner 78

Planner Certification Trade Show Vendor 78

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. Factors such as size, location, accessibility, and facilities play a critical role in the success of an event. Poor Venue Choice The choice of venue can make or break an event.

Logistics 103

Logistics Events Event Planning Advertising 103

Social Tables

JUNE 29, 2023

Operations Manager: An event operations manager oversees vendor communication. Operations managers negotiate prices, book vendors, place supply orders, and communicate vendor details between the planning team, venue, and benefiting organization. They research services, collect event quotes, and execute event contracts.

Event Planning 78

Event Planning Social Media Vendor Advertising 78

Bizzaboo

JULY 30, 2023

If you have flexibility about the location of your event, consider looking at second-tier or outside-the-box cities whose venue and labor costs are often cheaper. It’s also essential to choose an event location that is welcoming and comfortable for all attendees — no matter their beliefs or background. Where is your event? About 42.6%

Venue 52

Venue B2B Proposal Contracts 52

Smart Meetings

JULY 7, 2021

Clear and unambiguous communication ahead of the event contributed to this—as did initial recognition that the location was following the communicated protocols. See also: Contract Negotiation: Post-Pandemic Clauses You Need to Know. Attendees also represented a segment of population that is simply ready to move on.

Incentives 130

Incentives Travel Travel Prospect 130

Social Tables

DECEMBER 27, 2022

Planning tip: Use provided feedback to select a reunion date and location. Who will pay venue and vendor deposits? Planning Tip: Avoid hidden fees by discussing setup requirements, noise restrictions, cut-off time requirements, and other venue policies before signing a contract. Book vendor services for the reunion.

Vendor 78

Vendor Booking Venue Registration 78

Bizzaboo

MARCH 15, 2023

BizBash offers the latest event news, searchable vendor directories, photos of past events, archived magazine issues, a job board for special event-oriented employment opportunities, and a subscription-based online calendar of events. Splacer Splacer focuses on helping event planners find unique and creative locations.

Website 98

Website Planner Certification Publishing 98

Blue Spark Event Design

SEPTEMBER 14, 2021

Because this is such a common need, conference or convention hotels and venues provide an in-house audio-visual company as an option for their clients that has been preselected by the location. The audio-visual costs can be billed through the master account at the hotel, so an additional contract is not needed.

Benefits 52

Benefits Contracts Contracts Speakers 52

Achieve Incentives

AUGUST 21, 2023

The tropical, naturally beautiful location meant that the need for decor was minimal, but we still added a few touches. Many tropical locations have seasonal weather, such as hurricanes or heavy rain. More moderate locations may have chilly seasons that aren’t conducive to pool parties.

Logistics 90

Logistics Incentives Entertainment Location 90

Eventtia

OCTOBER 31, 2022

Capitalize on the location. Now that you’ve decided to exhibit at a trade show or conference, it’s time to sign contracts and select the location of your booth. Every vendor is vying for the best spot on the trade show floor. Your number one goal for exhibiting is to drive traffic to your booth and generate inbound leads.

Trade Show 62

Trade Show Prospect Attendee Contracts 62

Open Destinations

MAY 22, 2023

Travel outsourcing takes away the strain of contract loading, leaving your teams to ensure that they are reacting to any changes and important updates. Staff turnover is indicative of staff staying in junior admin roles for too long or employed on short term contracts and often leads to errors, additional cost and impacts on management time.

Travel 52

Travel Travel Training Contracts 52

Open Destinations

MAY 22, 2023

Travel outsourcing takes away the strain of contract loading, leaving your teams to ensure that they are reacting to any changes and important updates. Staff turnover is indicative of staff staying in junior admin roles for too long or employed on short term contracts and often leads to errors, additional cost and impacts on management time.

Travel 52

Travel Travel Training Contracts 52

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

JULY 13, 2023

Plan a golf course birthday party your guests will never forget While various parties can be golf-themed, from corporate team-building events to retirement parties, we’re specifically focusing on birthday parties located on golf courses in this post. Ask for an example contract for review ahead of signing. When are the bills due?

Venue 78

Venue Entertainment Vendor Attendee 78

PlannerWire

FEBRUARY 11, 2020

Planning conventions can be a whirlwind of choosing keynote speakers, venues, session topics, and vendors. At a typical technology conference held at a convention hotel, a lot can go wrong — from guests falling and injuring themselves, to vendors damaging the venue. Think of your insurance as layers of protection.

Insurance 52

Insurance Planner Conference Automotive 52

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 15, 2023

Prioritize Accessibility at the Venue The location of the event venue is paramount for maximizing event attendance. Ensure Hotels Are Nearby If the venue is not located within a hotel, suitable accommodations must be within a reasonable distance of the event. Instead, look at second-tier cities and outside-the-box venues.

Venue 52

Venue Conference Sustainability Vendor 52

Smart Meetings

OCTOBER 12, 2022

An expanded exposition floor at Mandalay Bay Convention Center was brimming with activity Tuesday as an estimated 10,000 people flowed through hosted buyer appointments, education sessions and nearly 400 booths representing more than 180 countries, venues, technology vendors and suppliers. And almost a third were new since 2021.

Attendee 293

Attendee Airlines Tourism Tourism 293

Convene by PCMA

AUGUST 15, 2022

While financial commitments to event venues and area vendors informed the final decision to stay in Florida, they wrote, other factors contributed to the final decision. “In SGO’s board decided to go ahead with the meeting, SGO’s board wrote in a statement published on their website.

Venue 52

Venue Meeting Publishing Contracts 52

MeetingsNet

SEPTEMBER 10, 2021

Cancellation, switching locations, and a 36-hour pivot to virtual were among the actions taken by various event hosts. Orlando is the number-one destination utilized by our customers, so we feel it is an excellent location for our program.”. The city bounced back quickly, however. In the Eye of the Storm.

Meeting 94

Meeting Insurance Virtual Events Preparation 94

Stova

MAY 25, 2023

You want the right space to accommodate your event needs, in the right location, at the right price, and under the right conditions. What type of location and accessibility do you need? Inquire about restrictions on vendors. Understand these details before signing a contract. But you also want the “wow” factor.

Venue 52

Venue Planner Contracts Contracts 52

Conferences that Work

NOVEMBER 13, 2022

If the event is small (and most meetings are small meetings ) consider holding a short session for all tradeshow vendors, allowing each supplier a minute at most to pitch their offerings to attendees. Turn up and inform you that their session’s equipment/location, won’t be the same as what they’re currently on with you.

Communications 62

Communications Communications Meeting Sponsors 62

AltexSoft Travel

NOVEMBER 24, 2021

Instead of connecting with thousands of vendors separately, an online booking platform can integrate with just one GDS — and tap into the almost exhaustless source of information. million lodging properties, car rental APIs for 40 car vendors, rail booking APIs for 50 rail carriers, and. Negotiating an API set and target location.

Airlines 52

Airlines Automation Contracts Contracts 52

MeetingsNet

JANUARY 31, 2018

Note that to claim a “frustration of purpose,” the purpose must be clearly stated in the contract so that both parties are aware of it. . Also, compare the cancelation fee to what it would cost to move the meeting to a new location. “If Think about the potential worst-case scenario, and whether you can negotiate that down.”.

Contracts 78

Contracts Contracts Meeting Insurance 78

Social Tables

AUGUST 29, 2017

While Google is a place to start, don’t hesitate to ask other vendors for suggestions. When it comes to booking a larger block, or a property in a busy city or sought-after location, earlier is always better. The ink has dried and the room block contract is complete – what next? Click To Tweet. Managing Your Hotel Room Block.

Planner 68

Planner Contracts Contracts Logistics 68

Bizzaboo

MARCH 15, 2023

BizBash offers the latest event news, searchable vendor directories, photos of past events, archived magazine issues, a job board for special event-oriented employment opportunities, and a subscription-based online calendar of events. Splacer Splacer focuses on helping event planners find unique and creative locations.

Website 52

Website Planner Certification Publishing 52