Endless Events

JULY 26, 2019

There are WAY too many variables to cover and every venue is going to be different. 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? Did attendees find dead zones in the venue? Was it fast enough?

Vendor 282

Vendor Venue Events 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. The audio section will contain all information related to sound including speakers, soundboards, amps and the sound system at the venue.

Vendor 339

Vendor Contracts Contracts Speakers 339

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

Social Tables

APRIL 20, 2023

Continue to focus on the ever-changing expectations of venues and event attendees, as they often fluctuate with the times. She explains, “You can have the best caterers, the most wonderful venue, amazing artists and magnificent décor, but unless a practical time plan is followed, the result won’t meet the expectations of the client.”

Event Planning 141

Event Planning Rehearsal Vendor Social Media 141

Eventtia

OCTOBER 20, 2023

Whether deciding on the venue, entertainment, catering, or marketing strategy, knowing the budget constraints and allocations can guide decisions, ensuring that all arrangements are cohesive and within the set financial boundaries. Amenities: When booking a venue, it’s vital to understand what’s included.

Vendor 117

Vendor Events Venue Entertainment 117

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. F ind cost savings tips for F&B, ground transportation, and venues, here. • if the venue allows it, suggests Cole. Get quotes from multiple AV vendors. . •

Vendor 122

Vendor Events Contracts Contracts 122

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. They will also help negotiate out any unnecessary venue fees.

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. Poor Venue Choice The choice of venue can make or break an event. Prevention strategy: Select a venue that aligns with the event’s objectives and audience size.

Logistics 103

Logistics Events Event Planning Advertising 103

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. Venue internet service. Make sure the venue has reliable and fast internet. Find a Vendor. Provider platform.

Remote 298

Remote Vendor Audience Events 298

Social Tables

JUNE 29, 2023

Provide a budget outline that breaks the total down into specific categories like venue costs, presentation tech, F&B, entertainment, decorations, and security. Include hidden event costs like guest count attrition, conference calls, credit card fees, and venue amenity expenses.

Event Planning 78

Event Planning Social Media Vendor Advertising 78

Endless Events

SEPTEMBER 12, 2018

If you need similar setups for different speakers, try to make the most of your set-up by putting those speakers in the same room at different times. Above all, remember this key point that Brandt Krueger proposed in Event Icons Episode 44 that “Anything before the contract is negotiation. Negotiate payment terms.

Contracts 204

Contracts Contracts Events Vendor 204

Endless Events

APRIL 26, 2019

Often venues will give you discounts and pressure you to use In-House AV but realize this is completely negotiable and you do not need to. Look into hiring outside the venue, a 3rd party AV company is at your event for you, and only you. Ideally, your AV company should be one of the first vendors you hire. Bring diagrams.

Vendor 267

Vendor Events Preparation Venue 267

Bizzaboo

AUGUST 30, 2023

Categorize tasks: Group tasks into categories such as venue, catering, entertainment, marketing, and so on. Recognize which tasks you must oversee and which can be handled by team members or vendors. Centralize Documentation Keeping all event-related documents, contracts, and communications in one central location.

Event Planning 95

Event Planning Vendor Events Automation 95

Social Tables

DECEMBER 27, 2022

Inquire about general availability, willingness to travel, and preferred type of event venue. Who will pay venue and vendor deposits? Based on your budget, review potential event themes, venues, optimal dates, event program ideas, entertainment options, and activities. Book an event venue. Entertainment equipment.

Vendor 78

Vendor Booking Venue Registration 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. Production.

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. For in-person events) secure your venue. Create a shortlist of potential venue. Negotiate details with the venue. Venue manager.

Sponsors 62

Sponsors Social Media Registration Events 62

Endless Events

SEPTEMBER 10, 2021

And it’s no secret that when event profs go to sleep, their dreams consist of a series of jumping quotes, venue possibilities, key-note speakers to snatch … So when you have to add event AV costs to the equation, some smoke might start coming out of your head. The Options Are Slim Because You Waited Too Long.

Events 308

Events Vendor Technology Technology 308

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

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

Convene by PCMA

AUGUST 4, 2023

CM Event Solutions Offerings Full-Service Event Management Logistics Speaker Management Exhibits and Sponsorships Floor Management Lead Retrieval Audiovisual Services Registration Virtual and Hybrid Capabilities Site Selection and Contracting Event Strategy Marketing Network and Vendor Relationships With a vetted network of reliable vendors, suppliers, (..)

Management 52

Management Logistics Site Selection Vendor 52

Bizzaboo

OCTOBER 16, 2023

It provides financial control, sets realistic expectations, facilitates resource allocation, mitigates risks, enhances vendor negotiations, allows for progress tracking, and helps in post-event evaluation. Venue costs, material costs, and labor costs have all inflated dramatically since the return from lockdown.

B2B 52

B2B Speakers Sustainability Events 52

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

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. Can I Negotiate Venue AV Charges? Why is AV priced the way it is? How can you save money on AV? Closing The Gap. Be Creative!

Education 299

Education Events Vendor Regulations 299

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. staff, volunteers, attendees, etc. Subrogation/waiver.

Insurance 62

Insurance Vendor Certification Events 62

Blue Spark Event Design

SEPTEMBER 14, 2021

What are the benefits and drawbacks of utilizing an in-house audio-visual company at a hotel or venue? 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. This can be an inexpensive option.

Benefits 52

Benefits Contracts Contracts Speakers 52

Bizzaboo

MARCH 4, 2020

These usually have to do with speaker cancellations, unexpectedly long registration lines, poor WiFi, and other last-minute challenges that may seem like a big deal in the moment but absolutely pale in comparison to the global buzzkill that is coronavirus. Reach out to all meeting spaces, hotels, and venues. Maintain an Update Log.

Conference 128

Conference Speakers Vendor Events 128

Convene by PCMA

NOVEMBER 27, 2023

Often I book a venue sight unseen and usually don’t go onsite for smaller meetings.” 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.”

Contracts 59

Contracts Contracts Events Logistics 59

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

Eventtia

OCTOBER 9, 2023

What should you do when your key speaker suddenly cancels five days before the event? What should you do when the venue you’ve booked becomes unavailable? Here’s how to structure your budget considerations: Allocate funds for venue and infrastructure. Provide essential information: Mention the date, time, and venue.

Event Planning 88

Event Planning Retail Registration Events 88

Endless Events

MARCH 22, 2019

10 years ago it was common to see a charge for using 3rd party AV vendors and AV restrictions on your quotes. When you are at your venue, you may hear “If you use this AV company we will give you the internet for free.” We have heard of WiFi costing upwards of 30K at venues. Beware of Free Internet Services . It’s a giant cost!

Rehearsal 257

Rehearsal Panel Contracts Contracts 257

Alcor Mice

APRIL 29, 2021

Think about important things such as: who your target audience is, where the venue will be, what your content will be. 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.

Vendor 52

Vendor Registration Advertising Preparation 52

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. They don’t have to run off to another part of the venue, down the street to the sandwich shop or something like that.

Rehearsal 263

Rehearsal Contracts Contracts Planner 263

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

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. Your list should start with the things you know you will definitely need, these include: venue options, a production team, marketing, food and beverage providers, and maybe even decorators. Venue Sourcing.

Vendor 52

Vendor B2C Preparation Events 52

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. Then improve your meeting by documenting, promoting, and encouraging people to use your venue’s quiet spaces. And most people don’t want to dance non-stop for an entire party.

Communications 62

Communications Communications Meeting Sponsors 62

Alcor Mice

APRIL 14, 2021

from other vendors. Conversely, others provide a one stop solution to your event organizing needs; beginning from venue sourcing all the way to data management and post event marketing. Even though every company is different, there are a few services that most of them are likely to include in their contract. PREPARATION.

Production 52

Production Events Vendor Preparation 52

Endless Events

MARCH 18, 2019

10 years ago it was common to see a charge for using 3rd party AV vendors and AV restrictions on your quotes. When you are at your venue, you may hear “If you use this AV company we will give you the internet for free.” We have heard of WiFi costing upwards of 30K at venues. Beware of Free Internet Services . It’s a giant cost!

Rehearsal 120

Rehearsal Panel Contracts Contracts 120