Convention & Conferences “Tips and Tricks Every Event Planner Must Know” Presented by Jim Addis

Convention & Conferences “Tips and Tricks Every Event Planner Must Know” Presented by Jim Addis

Why Do We Have Conventions?

Planning These Events

Here Are The Keys To Success

 Check dates and rates. •  Number of rooms blocked per night. •  Room rate the same for single and double. •  Cutoff date is acceptable. •  Attrition clause allows reduction of room block and by what date. •  Is meeting room space charged or complimentary? •  What other groups are in the hotel and if they are located in adjacent meeting rooms.

 Check for hidden fees; be sure to get all taxes and fees up front. •  Is there a minimum on food and beverage? •  Identify all costs on audio visual. •  Is there a setup charge on meeting room? •  Are there costs associated with package delivery? •  Are there charges associated with changing the setup of the meeting room? •  How many days or hours in advance do you have to guarantee food numbers of people for meal events?

 What type of deposit is required and what are the accepted payment methods? •  Are payments due in advance? •  What are all of the hotels policies? •  What is the cancellation policy? •  When is the deadline to sign contract?

Remember everything is NEGOTIABLE. • No matter what is said GET IT IN WRITING!

Convention & Conferences “Tips and Tricks Every Event Planner Must Know” Presented by Jim Addis