Before Signing Hotel Contract

Here is a list of 5 questions to ask the hotel before signing your contract.

1. Are you allowed to bring in an outside AV vendor?

You are the client and therefore you have the leverage to negotiate with the hotel regarding any outside vendor. We’ve seen it time and time again, the client wants to use an outside av vendor and because they didn’t fully read the contract they either can’t or they will have to pay a percentage to the hotel. You have the power BEFORE you sign the contract to have that removed and most hotels will. Understand that most in house av companies have to give the hotel a commission and I’ve seen this as high as 50%. In order for them to make money they have to raise their costs and this means you are paying more than you would thru an independent AV Company.

2. Are they offering enough time contracted time for setup and teardown?

While an average event may take 6 men 5 hours to setup if the hotel is only giving you 2 hours to complete the work the labor force must be increased. Since the techs work on labor minimums this could double the cost for a typical install. Consult your AV company on how many hours are required to setup and teardown your event prior to booking.
3. Are they giving you 24 hour room hold for your meeting?

When you are reserving the room check to see if your room is on a 24 hour hold, if it isn’t, request it. When there isn’t a 24 hour hold on your room then that gives the hotel the right to reserve that room for another client. This can lead into problems with the teardown of that event and setup with your event. It has happened a few times this year where the hotel booked the room for morning session which left us with few hours to setup the event for that evening. This costs you in the long run due more labor needed to have it finished before doors. We are seeing more and more of clients putting the hold on and the hotel still renting it out, however by having the hold in writing you at least have leverage to go back to the hotel if more labor is needed.

4. If your group is staying overnight at the hotel and you will have an F&B bill ask about concessions on power and internet charges if the event calls for it.

In most circumstances the hotel cares more about the room nights and food and beverage bill, this is where they are making the most money. If you are incurring these charges ask for free or a reduced price regarding power, internet, and discounts on packages or freight that you might have shipped in.

5. Confirm all logistics, load in access, ballroom dimensions, ceiling heights, quantity of stage risers available, total available power before you sign.

It is a bad thing to find out that they cannot handle your needs after you have committed to the venue. Companies such as ours will usually offer to send a tech to site inspections to ensure the venue and room is properly suited for your show. Nothing worse then booking a space and realizing afterwards that your custom set will not fit in the freight elevator or that even though the ceiling height is listed at 18’ there is a soffit or chandelier that is down at 12’ !

Don’t accept standard hotel contracts, these only benefit the hotel. Read carefully and fully the contract that is given to you. Create the contract to suit your event. Remember everything is negotiable. If you have any questions about the audio visual contract or aren’t sure about something before you sign let us review it. We’ll be happy to help guide you through the contract.

This video was sent to me and I wanted to share it with you. It’s strictly for entertainment value.

 

 

 

The Effects of Meetings

I’ve seen this video over and over again and wanted to share with all of you. Meetings truly make a difference in this world.

Hiring an Event Production Company

You’ve just been asked to plan the next annual meeting for your company. Now you’re thinking where do I start? If you don’t already have a relationship with a production company, this is the time to build one. A production company is one of the most important partners you can have when planning events and it can be one of the most difficult decisions you can make. Following the tips below will help ease this process.

The help with finding a production company ask for referrals from others that you trust. Also there are online resources that can help with your search such as Meeting Professionals International (MPI), International Special Events Specialist {ISES) or your local convention and visitor bureau.

Once you have a three or four companies in mind follow up with your RFP. Select companies that are familiar with your type of event and size. The RFP is an important aspect of your event and one that will help build the long term relationship you are looking for. Include in your RFP the specifics of your event. The type of event, whether it’s a conference, product launch, tradeshow, social event, ect.). Include the venue, number of attendees, and elements that need to be included in the RFP. These elements would be audio visual equipment you will need and any set design if you desire. State your budget, even if it’s a rough number. Having an agenda of days and times will help cost labor for setup, rehearsals, operate and teardown. Include requirements and state all conditions the vendor needs to meet in order to win the bid.

Many people opt to either doing it themselves and forgo hiring a production company or going with the lowest. While both of these options seem more economical it could actually cost you more in the long run. Hiring a production company will help reduce your stress when planning an event. They will do most of the grunt work therefore freeing your time up to concentrate on other things. A production company could also be a great help with other vendors by referring other contacts for all aspects of your event therefore a possibility with cost savings. They could also offer advice on what they have seen work in the past and what hasn’t giving invaluable information.

Call us for a free consultation!