MeetingsNet

NOVEMBER 8, 2022

Talk it out with your AV vendor. Tech changes quickly, and speakers may not need as much as you think. Make sure you understand the AV contract. Use hand-held mics (or podium mics if you speaker doesn’t need to move around) rather than more expensive lavaliers. • Get quotes from multiple AV vendors.

Vendor 122

Vendor Events Contracts Contracts 122

Social Tables

APRIL 20, 2023

Not only can rehearsals help speakers and presenters become more confident, but they also ensure that the event planning team catches and corrects technical issues. Do not let a popular keynote speaker or social media contest prevent you from promoting the core values of the event or brand. Complicated vendor setup.

Event Planning 141

Event Planning Rehearsal Vendor Social Media 141

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. Livestream or have speakers? However, with some planning and a great WiFi vendor, this is easily preventable. . Think about how your exhibitors plan to use the WiFi. Venue Negotiations

Vendor 282

Vendor Venue Events Contracts 282

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

OCTOBER 12, 2018

A live stream can also be enticing for speakers because it allows them to reach a larger group of people. If you hire a streaming vendor, they may send a technician to set up and take care of the box. Be sure to get the details of their server and speed before you finalize your vendor deal. Find a Vendor.

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 Events Vendor Venue 297

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 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

ITA Group

JANUARY 28, 2022

Vendor and speaker coordination. Our global buying power mitigates risk with better contract terms, generates cost savings, and saves you time negotiating with hotels and venues. Hotel booking and contracting. Venue sourcing and contracting. Vendor management. Timeline management. Air and transportation.

Management 52

Management Automotive Contracts Contracts 52

Eventtia

APRIL 18, 2022

You’ll have more options, whether it’s the venue, speakers, date/time, and you’ll also have more time to promote the event and to deal with any issues that may come up. Identify other vendors that may have dependencies with your venue choices (i.e., Sign contract with venue and vendors. Technology stack.

Sponsors 62

Sponsors Social Media Registration Events 62

MeetingsNet

FEBRUARY 22, 2019

Remember that time when you presented your contract terms to a vendor—perhaps a hotel, production company, tech provider, off-site venue, or speakers agency—and the vendor simply replied, "Sure, this is fine." Here are ways to get past the toughest moments in the dealmaking process.

Vendor 63

Vendor Contracts Contracts Speakers 63

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. Your keynote speaker requests that you ask about their availability and schedule their appearance three months in advance.

Event Planning 138

Event Planning Vendor Events Sponsors 138

Social Tables

DECEMBER 27, 2022

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. Many event vendors require a down payment or deposit to secure their services.

Vendor 78

Vendor Booking Venue Registration 78

Blue Spark Event Design

SEPTEMBER 14, 2021

They can provide house sound, which is sound through built in speakers in the ceiling or walls. The audio-visual costs can be billed through the master account at the hotel, so an additional contract is not needed. Benefits of using an in-house company: The technicians know the hotel well. This can be an inexpensive option.

Benefits 52

Benefits Contracts Contracts Speakers 52

Bizzaboo

JULY 30, 2023

For instance, a conference with keynote speakers, breakout sessions, and interactive workshops necessitates versatile spaces. Lock in your event date early so you have plenty of time to find your ideal venue, book vendors, and communicate with attendees. What type of event is it? When is your event? Get everything in writing.

Venue 52

Venue B2B Proposal Contracts 52

MeetingsNet

AUGUST 19, 2019

As a speaker for Executive Speakers Bureau , I educate individuals and organizations all across the country by sharing my experiences from my FBI career. And if it was a meeting planner/company, it could be anything from invoices and contracts, to basic contact information. It depresses me that’s for sure! And I’ll tell you how!

Speakers 105

Speakers Banking Contracts Contracts 105

Convene by PCMA

NOVEMBER 27, 2023

I would like to ask to shadow them when negotiating/managing contracts and other responsibilities that are fully theirs, so I can learn more.” The lack of responses from vendors, and when they don’t read the details of the RFP issued.” “I would like my boss to recognize that it’s okay to say no to people and ideas.

Contracts 59

Contracts Contracts Events Logistics 59

Eventtia

MAY 16, 2022

The most basic type of event insurance is general liability , which is designed to protect the event organizer and all other insured parties for any accidents within the realm of the venue and any vendors involved in the event that is outside the control of the event organizer. A/V equipment, decoration). Getting a Certificate of Insurance.

Insurance 62

Insurance Vendor Certification Events 62

Eventtia

JUNE 2, 2023

An event, as we know, can involve many different moving parts, so by planning early, you’ll get more options for different elements of the event: venue options, speakers/talents options, sponsorship options, marketing options, and so on. Even for smaller events, aim for at least one month in advance to plan the event.

Organization 91

Organization Social Media Insurance Events 91

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

Alcor Mice

APRIL 29, 2021

However, be careful not to distract them too much from the speaker. Include things such as: decorations, production team costs, audio visual support, fees for your speakers, venues, etc. At this stage, you should also start requesting proposals and quotations from your prospective vendors. BOOK YOUR VENDORS.

Vendor 52

Vendor Registration Advertising Preparation 52

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. A user-friendly tool like Social Tables’ Diagram can help you map it out and easily share your layout with clients and vendors. There are vendors to interview and select.

Event Planning 137

Event Planning Logistics Vendor Social Media 137

Bizzaboo

JUNE 27, 2022

These include: Challenges with sponsors, performers, or speakers, including pulling out at the last minute. 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.

Management 97

Management Automation Communications Communications 97

Conferences that Work

NOVEMBER 13, 2022

And unless they possess excellent hearing, conversing with a colleague while Heroes plays from a monster speaker ten feet away is, well, challenging. To minimize no-shows, put the requirement for a tech check in presenter contracts. And most people don’t want to dance non-stop for an entire party.

Communications 62

Communications Communications Meeting Sponsors 62

Endless Events

FEBRUARY 6, 2019

.” You can’t really expect that, but if they want to do that, that’s a great partner, that’s a great relationship, and that’s someone who you wanna keep a hold of as you move on as a vendor. Don’t Force Us to Understaff. Moving onto the next one. All right, don’t force us to understaff.

Rehearsal 263

Rehearsal Contracts Contracts Planner 263

MeetingsNet

SEPTEMBER 10, 2021

Association staff and vendors landed in New Orleans on August 25, 26, and 27 to prepare for the August 29 start. Staff and volunteers, some still in New Orleans, then scrambled to transition to a fully virtual event while also planning their evacuation from the city.

Meeting 94

Meeting Insurance Virtual Events Preparation 94

Eventtia

OCTOBER 9, 2023

What should you do when your key speaker suddenly cancels five days before the event? They’ll often be the point of contact for vendors, stakeholders, and customers. Identify and secure your event speakers The right speakers or talents can be a game-changer for any event, especially in retail. Gather essential materials.

Event Planning 88

Event Planning Retail Registration Events 88

Endless Events

FEBRUARY 24, 2020

And then it goes out four times and yikes, we just ate that money for nothing” “But then there are other times when we had a client where we were on a three-year contract. “So, okay, well maybe then it makes sense to buy a bunch of short-throw projectors and some small AV rigs for laptop speakers.

Production 232

Production Events Contracts Contracts 232

MeetingsNet

AUGUST 19, 2019

Brought to you by: Carly Roncaglio-Marotta manages a team of planners for IQVIA, a global provider of advanced analytics, technology solutions and contract research services to the life sciences industry. You have to hope things arrive in time, you’re not always using your own vendors, and so forth. Like this interview?

Vendor 40

Vendor Registration Trade Show Logistics 40

Alcor Mice

APRIL 24, 2021

Once you know your target audience, you can start thinking of guests and speakers you can invite to your event. Like a production team, some decorators and FnB vendors are usually part of an in-house team or are already partnered with the venues you are looking to hire. A good tip would be to build good relationships with your vendors.

Vendor 52

Vendor B2C Preparation Events 52

Endless Events

MARCH 12, 2020

Because we only to drink the tea but spill it too – whether it is wages or controversial speakers you have our honest opinions. If he gets any kind of discount, he lets them know in writing on every contract that that is a thing that could happen. Can you beat this vendor? It’s like there’s straight pricing.

Events 289

Events Logistics Vendor Education 289

Bizzaboo

MARCH 26, 2020

The much beloved festival that plays host to tracks around technology, music, and education bravely insisted on proceeding with the event in the face of COVID-19 concerns—even after speakers started pulling out and a petition calling for the cancellation of the event started to go viral. If not, see if you can work something out.

Sponsors 82

Sponsors Events Vendor Registration 82

Meeting Tomorrow

SEPTEMBER 16, 2019

They know which speaker always runs late for rehearsals, which executive likes to make last-minute changes onsite, and what your CEO’s major show-flow pet peeves are. When you’re looking for predictable, consistent branding, an outside, nationwide AV vendor is going to guard your brand like it’s a precious jewel.

Rehearsal 77

Rehearsal Venue Contracts Contracts 77

Eventtia

OCTOBER 10, 2023

When choosing your online registration system, ensure it provides the following capabilities: Pre-Event Notifications: Timely reminders about the event, agenda, keynote speakers, or any important information can be automatically sent out to registered attendees.

Registration 118

Registration Online Automation Platform 118

Meeting Tomorrow

SEPTEMBER 16, 2019

They know which speaker always runs late for rehearsals, which executive likes to make last-minute changes onsite, and what your CEO’s major show-flow pet peeves are. When you’re looking for predictable, consistent branding, an outside, nationwide AV vendor is going to guard your brand like it’s a precious jewel.

Rehearsal 40

Rehearsal Venue Contracts Contracts 40

Smart Meetings

OCTOBER 11, 2022

First, you negotiated your way out of every contract with minimal exit fees, then for a split second you converted everything to hybrid (with no additional budget), and then transitioned from hybrid to virtual, where we thankfully stayed for a red-hot minute. Be Transparent With Your Vendors About Their Section of Your Budget.

Vendor 240

Vendor Events Banking Education 240

Eventtia

OCTOBER 20, 2022

Estimate your budget while considering high-level expense elements, including: Venue cost (for an in-person or hybrid event) Virtual event platform ( for a virtual event ) Catering Staff and volunteers Talent fees (for speakers, presenters, etc.) Securing talents (keynote speakers, presenters, entertainers, etc.)

Event Planning 62

Event Planning Vendor Registration Sponsors 62