Creating an event budget can be challenging. After all, there is a lot to consider. In addition to necessary costs like the venue and event staff, you want to allow for unexpected expenses, hidden fees that will undoubtedly crop up and an emergency fund. Here are eight tips to help you prepare for the unknowns and set your event up for success. 1. Identify Goals and Primary KPIs Budgeting for your event usually occurs after the main objectives have been…
As hybrid models gather momentum, many event planners are becoming increasingly concerned about one issue that has no clear answer: pricing. Here are five key questions to help you determine how to price your next hybrid event. 1. What is the hybrid event makeup? When producing a hybrid event that combines in-person and virtual attendees, you can choose where to place the emphasis on pricing. This will be determined in part by your communications strategy and what level of profit,…
As pandemic restrictions continue to lift, many trade shows are committed to returning to in-person operations. This is exciting not just for attendees but also exhibitors. There is a lot to coordinate before you hit the show floor for your next big event. Given it has been quite some time since large face-to-face gatherings have been allowed, this guide provides a refresher to make the experience seamless and minimize stress. It’s also a great tool for first-time exhibitors. Pre-Show In…
By Jennifer Beale All successful people say networking is the key to achieving goals. Given today’s ever-changing, high-tech, hyper-connected world, it’s never been easier to find the right people. But because everyone is bombarded with information and requests, it’s hard to get someone’s attention. And when you do, it can be even harder to keep it. Live events remain the best place to connect with the right people. Nothing can replace an event for getting noticed and initiating lucrative, long-term…
By Heather Reid Most venue contracts only capture the basics: the event name, the anticipated number of attendees and the official program dates. Unfortunately for most venue contracts, that’s insufficient. John Foster, a hospitality lawyer and certified hospitality marketing executive, says planners need to include a detailed event description section in their venue contracts that goes beyond the basics to include the particulars. It’s critical toward ensuring that planners, salespeople and venue staff are all on the same page, that…
By Heather Reid A side-by-side examination of 12 signed and negotiated contracts for booking events into unconventional venues unveiled disturbing discrepancies to me. The “unconventional venue” contracts included the following Canadian locations: cultural centre, city-owned sport facility, entertainment complex, music hall, high-risk recreational facility, heritage facility, aquarium, brewery, two recreational/amusement facilities and museums in three different cities. A wide variety of unconventional venues for sure! Here are a few of the disturbing findings of my side-by-side review: Indemnification Clause: 6…
There are times when corporate planners are tasked with planning events in an internal meeting space. Usually, this means planning meetings in office buildings while managing client expectations – and what they expect is the same standard as if the meeting was held in a purpose-built venue. Perceived convenience and cost savings become the deciding factors for internal meetings, however there can be hidden costs and inconveniences that should be considered. Moving meetings into the office are rarely as simple…
By Jessica Symons and Sarah Stockton Before determining what the perfect event space is, you first need to understand your client’s needs, their demographic, and their expectations: Do they prefer downtown locations versus the suburbs? Do they need to be close to transit or the airport? Do they need to have off-site social locations close by? Where is the majority of their membership coming from? How many people are expected to attend this event? Are they mostly women, mostly men,…
By Daniella Bustamante The concept of “sustainable” and “green” events is not new. Over the years, we have seen a shift towards making events more eco-friendly. This has been most noticeable with more hotels and convention centers coming up with detailed eco-friendly initiatives. With venues stepping up to the plate, planners and producers (myself included) need to do our part to prioritize sustainability. Overhauling an event to make it “green” is not an easy nor appealing feat, but even through…
An association conference was scheduled for spring 2019 at a Canadian hotel property. The most glaring issue with the association’s venue contract was the fact that it included two clauses related to Food and Beverage (F&B) that, when combined, were detrimental: Sliding Scale and Attrition. The association’s minimum anticipated spend for F&B was $100,000. This was the Sliding Scale for F&B spend: > $100,000.00 F&B: Meeting room rental charge would be waived, offered complimentary $80,000.00 to $99,999.00 F&B: Meeting room…
