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Mastering Contract Negotiations for Successful Events: A Comprehensive Guide

Discover the essentials of contract negotiations for hosting successful national conferences with Lori Bower, Vice President of Event Specifications. Learn to articulate your needs regarding dates, locations, vendors, space, catering, technical sessions, and accommodations. This guide covers everything from estimating attendance and catering requirements to understanding crucial contract clauses, such as attrition rates and force majeure. Ensure your venue meets expectations by enlisting expert help from local convention bureaus, inspecting multiple sites, and understanding your leverage in negotiations.

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Mastering Contract Negotiations for Successful Events: A Comprehensive Guide

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  1. Contract Negotiations Lori Bower Vice President National Conferences

  2. Event Specifications Know your needs to obtain what is needed: Dates Locations Vendors Space & Furnishings Catering Technical Sessions Guestrooms Golf Course

  3. Preparing Your Event Specifications Daily Events Scheduled - Days, Dates & Times Function/Room Sets Estimating Attendance

  4. Preparing Your Event Specification Estimating Catering Technical Requirements – Audio/Visual, Telephone & Data Guestroom NIGHTS

  5. Let the Negotiations Begin • Rates & Attrition • Cut-Off Dates • Deposits & Billing • Onsite & Post Event Reporting

  6. Visitors Bureau, Site Visits & Proposals Enlist the Expertise of Your Local Convention & Visitors Bureau Contact Multiple Venues Physically Inspect a Minimum of Three Sites What to Look For During Your Site Inspection Proposals Before Contracts

  7. Let the Negotiations Begin They Need You More Than You Need Them! Make the Hotel’s Contract Your Own Nonprofit vs. Corporate Know Venue Exclusives to Avoid Expenses Not Budgeted Multi-Year Discounts Services for Guestrooms

  8. Contract Clauses in Layman Terms ADA Construction, Remodeling & Deterioration of Venue Change in Ownership or Management Indemnification & Hold Harmless

  9. Contract Clauses in Layman Terms Arbitration Union Contracts Force Majeure (with/without Contract Contingency Clause) Co-Dependency with Other Facilities Group Cancellation

  10. Executing the Contract We are here to support your event; let us help! SCTE National Conferences Review Agreement Due Date Acknowledgement Authorized Signature(s)

  11. Executing the Contract The hosting venue can make or break your event; do not settle for less than what is required!

  12. Questions

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