Event Decorator Contract

Document Sample
Event Decorator Contract Powered By Docstoc
					Conference Organizer’s
Workshop

Planning Your Event

 Elsie Cabrera, CMP
 Manager, Sales & Conference Activities
 IEEE Meeting & Conference Management
 (MCM)
    Workshop Agenda

     How to develop a conference timeline
     Creating request for proposals (RFP)
      – hotel/venue
      – audio visual supplier
      – destination management company (DMC)
     Negotiating – how to get the best deal
     Food and beverage planning
     Hotel room block management
     Summary


2     1-Feb-11
        How to Develop a
        Conference Time



3   1-Feb-11
    How to Develop a Conference Timeline

    Begin by considering all tasks and dates required in
      planning your event

              IEEE and OU requirements
                 – Sponsorship requirements
                 – Budgeting requirements

              Building your technical program
                – Abstract Submission
                – Paper Submission
                – Peer Review Process
                – Notifications
4      1-Feb-11
    How to Develop a Conference Timeline

     Visa process

     Registration
          Searching for a Payment Card Industry (PCI)
           vendor
          Early Registration Deadline
          Onsite Registration Activities

     Review Contractual Obligations and incorporate
     into timeline
          Deposit due dates
          Contract room block review dates
          Cancellation dates
5     1-Feb-11
    How to Develop a Conference Timeline
        Exhibit management
             Exhibit Decorator
             Floor Plan
             Prospectus (selling document)
             Payment Due Date
             Booth Assignment (date)

       Other functions
            Social functions
            Tours & Transportation

        Assign tasks to committee members

        Managing your conference timeline is crucial
6        1-Feb-11
 Sample Timeline
                                                                       Action/Description
     Tim ing            Date     Completed (x)
                                                                 (IEEE-required actions are bolded.)
                                                                                                                     Responsibility      Subcom mittee   Com ments

18-24 m onths prior                              Agreement (MOU) between conference sponsors
      to conf                                    Note: All Contracts & MOUs with a value of $25,000 or more must
                                                 be reviewed and executed by IEEE Procurement.


18-24 months prior                               Appoint General Chair; establish Local Organizing
     to conf                                     Committee (LOC); notify sponsoring organization(s) of
                                                 General Chair

18-24 months prior                               Initial meeting of conference committee to select                        LOC
     to conf                                     conference name, theme, location, date, venue
                                                 Note: Check for potential conflicts with other IEEE conferences

18-24 months prior                               Contract w ith IEEE Conference Management for                            LOC
     to conf                                     conference venue contract site selection & contract
                                                 negotiation, registration management, conference
                                                 logistics, etc.
18-24 months prior                               Contract w ith conference venue and overflow hotels if                   MCM
     to conf                                     needed (send out RFP, review proposals, negotiate
                                                 contract)
                                                 Note: All Contracts with a value of $25,000 or more must be
                                                 reviewed and executed by IEEE Procurement.

18-24 m onths prior                              Subm it IEEE Conference Information Schedule to IEEE                     LOC
      to conf                                    Conference Services for listing in the Conference Search
                                                 Database and Call for Papers

18-24 m onths prior                              Subm it Conflict of Interest forms to IEEE Conference             LOC General Chair &
      to conf                                    Services                                                              Treasurer


18-24 m onths prior                              Subm it IEEE Conference Budget Forms (Summary,                    LOC Treasurer / MCM
      to conf                                    Income, Expense & Social Functions) to IEEE
                                                 Organizational Unit for approval




         7            1-Feb-11
 Sample Timeline cont.
                                                                    Action/Description
     Tim ing           Date     Completed (x)
                                                               (IEEE-required actions are bolded.)
                                                                                                              Responsibility   Subcom mittee   Com ments

15-18 months prior                              Create theme and logos.                                           LOC            Marketing
     to conf


15-18 months prior                              Obtain domain name and create w eb site                           LOC           Webmaster
     to conf


15-18 months prior                              Develop Advertising program/publicity (brochures, post            LOC            Marketing
     to conf                                    cards, ad pages, posters, etc)


15-18 months prior                              Develop promotion plan for booth at current year's                LOC            Marketing
     to conf                                    conference (table top display, give-a-w ays, etc.)


15-18 months prior                              Research magazines & trade publications to advertise in.          LOC            Marketing
     to conf                                    Note publication deadlines.


12-15 months prior                              Hire Decorator for exhibits (send out RFP, review                 MCM
     to conf                                    proposals, negotiate contract, create floor plan)


12-15 months prior                              Create Exhibitor Prospectus (application, floor plan,             MCM
     to conf                                    additional selling information) for distribution at current
                                                year's conference
12-15 months prior                              Create Sponsorship and Advertising Opportunities for              MCM
     to conf                                    distribution at current year's conference

12-15 months prior                              Review and reconfirm hotel and meeting facilities                 MCM
     to conf

12-15 months prior                              Meeting of Conference Committee, preferably at                  MCM / LOC
     to conf                                    conference site

12-15 months prior                              Preliminary planning of off -site events, tours, etc.           MCM / LOC
     to conf



         8           1-Feb-11
    Creating Request for
      Proposals (RFP)




9   1-Feb-11
     Request For Proposal (RFP)
     What is it?

      The RFP is a request for a quote for service
       – identifies the goals and objectives
       – provides a profile of the group
       – provides historical data

      When writing an RFP, think about it as the first step to
      negotiating a contract

      Consider what you need vs. what you want
       – needs are non-negotiable
       – wants can become the basis for negotiations



10
     Hotel RFP
      A hotel needs as much information as possible so they know
      what is important to the event
      Don’t assume a hotel will have space available later
       – be sure to include all space requirements at the start
      Be specific about the number and type of guest rooms
      required
       – number of rooms needed at varying rates
             government vs. standard;
       – upgrades for VIPs
      Don’t be overly optimistic about the block; you will pay if you
      fall below the allowed shortfall
      Event history, if available, is invaluable to the negotiation
      process
       – establishes the value of the event to the hotel
       – reduces risk to the hotel by demonstrating solid history


11     1-Feb-11
     Hotel RFP
     What It Should Include
      Group profile (who/what the event is about)
      Preferred event dates (pattern and any flexibility)
      Number of attendees (if possible, include attendee profile)
      Meeting space requirements (i.e. setup of each room, # of
      people, accessibility)
      Preliminary schedule of events
      Estimated food/beverage functions
      Room block pattern (days/number of rooms per night)
      Concessions (i.e suites required, parking passes, etc.)
      Specify if you plan to use your own a/v supplier
      Conference history (past locations, actualized room pick up,
      food/beverage spend)
      Date when proposals are due
      Decision date

12     1-Feb-11
     Sample Hotel RFP




13     1-Feb-11
Sample Hotel RFP
     Audio Visual (A/V) RFP


      A/V is critical to the event

      Cost should always be considered, but should not be the
      most important criteria

      Clearly communicate as much detail as possible about
      your technical needs

      The needs of the event will determine what vendor to
      use




15      1-Feb-11
     Audio Visual (A/V) RFP
     What It Should Include
      Event name

      Dates, time, location

      Preliminary schedule of events
       – Rooms assignments and setups

      A/V requirements per room (i.e. projectors, screen,
      podium, microphones)

      Concessions (what you would like)

      Date when proposals are due

      Decision date
16     1-Feb-11
Sample Audio Visual RFP
 DATE        BEGIN     END           EVENT           LOCATION         ROOM               SET-UP               # of Pax               A/V & Telecom Needs



                                                                                                                         1-Screen with dress kit
                                    Region 4                                      U-Shape for 15 with 10                 1-Projector with appropriate VGA cable
Wed, 17-                                                            Beaumont &
             8:00      12:00       Executive           Hilton                    chairs in rear of room for     25       1-AV Cart
Sep-2008                                                               Belair
                                Committee Meeting                                         observers                      1-Powerstrip to the Projection Cart
                                                                                                                         1-Power Strip for each 6' table in the U

                                  MGA Student                                     U-Shape for 25 with 10
Wed, 17-
             8:00      17:00        Activities         Hilton        Beauport    chairs in rear of room for     35
Sep-2008
                                   Committee                                              observers

                                     Region 4
Wed, 17-                                                            Beaumont &
             13:00     17:00       Long Range          Hilton                        Exsiting Set-Up            25       Existing Set-Up
Sep-2008                                                               Belair
                                Strategic Planning

                                                                                                                         1-Screen with dress kit
                                                                                  U-Shape for 40 with 20                 1-Projector with appropriate VGA cable
Thu, 18-                            Region 2
             8:00      17:00                      Congress Center    301 A/B     chairs in rear of room for     60       1-AV Cart
Sep-2008                        Committee Meeting
                                                                                          observers                      1-Powerstrip to the Projection Cart
                                                                                                                         1-Power Strip for each 6' table in the U

                                                                                                                         1-Screen with dress kit
                                                                                  U-Shape for 40 with 20                 1-Projector with appropriate VGA cable
Thu, 18-                            Region 4
             8:00      17:00                      Congress Center    302 A/B     chairs in rear of room for     60       1-AV Cart
Sep-2008                        Committee Meeting
                                                                                          observers                      1-Powerstrip to the Projection Cart
                                                                                                                         1-Power Strip for each 6' table in the U

                                                                                                                         1-Screen with dress kit
                                  Region 7 (IEEE                                  U-Shape for 40 with 20                 1-Projector with appropriate VGA cable
Thu, 18-
             8:00      17:00    Canada) Committee Congress Center    303 A/B     chairs in rear of room for     60       1-AV Cart
Sep-2008
                                     Meeting                                              observers                      1-Powerstrip to the Projection Cart
                                                                                                                         1-Power Strip for each 6' table in the U

        17           1-Feb-11
     Destination Management Company (DMC)
     or Professional Conference Organizer (PCO)
     RFP

       They save time, research, and money

       DMCs/PCO’s offer a wide range of services including
        – tours
        – transportation
        – convention staffing
        – Extra services (i.e. entertainment, décor)

       Use a local DMC/PCO
        – obtain recommendations from the hotel, convention
          center, or the city’s visitor bureau



18      1-Feb-11
     Destination Management Company (DMC)
     What It Should Include
      Detailed information will allow the DMC/PCO to develop a
      program and pricing specific for your event. Details should
      include:
       – Group profile
       – Event services desired
            Offsite event shuttles (buses, mini vans)
            Tour program (which days, time frame, cost)
            Offsite event location selection and planning (gala
             dinner, reception)
            Airport transfers
       – Budget
       – Anticipated attendance
       – Conference dates and location (venue name)
       – Specify if you intend to have an exclusive tour program
       – Date when proposals are due
       – Decision date
19     1-Feb-11
Sample DMC/PCO RFP
                 Negotiating
           How to Get the Best Deal




21   1-Feb-11
     Negotiating
     How to Get the Best Deal
      Negotiating is the process leading up to the point of
      contracting

      Many items are negotiable most of the time

      The ability to negotiate depends on your knowledge of the
      meeting (history; size, scope; profile; revenue generated for
      the facility)

      Recognize that are vendors/suppliers are in the business to
      make money, you should understand how each vendor makes
      its money (sleeping rooms, f&B, a/v, ancillary)




22     1-Feb-11
     Negotiating
     How to Get the Best Deal
      Negotiate items that are important to your group first
       – You can ask for more, but everything has a price

      Never say yes to the first offer
       – suppliers rarely put their best offer first and will usually
         come down in price

      Vendor consolidation leads to better pricing

      Utilize vendors who have an established relationship
      with the conference and/or IEEE or have been
      recommended
       – discounts offered for repeat business

      Get all that you have negotiated in writing
23     1-Feb-11
     Negotiating
     Tools
      IEEE has standard templates in place to help get you
      started
       – Hotel contract templates
       – Meeting Management company template
      You will need to negotiate pricing, concessions, function
      space, and other details specific to your conference
      Using the established templates creates more efficient
      and timely execution of the contract
      Templates are located
      – http://www.ieee.org/web/conferences/organizers/contract
        s.html



24     1-Feb-11
     Food and Beverage Planning




25   1-Feb-11
     Food and Beverage Planning (F&B)
      Understand the conference history for attendance
      at meal functions
       – do the majority of delegates attend the
         functions?
       – what type of meals are ordered? (i.e. buffet,
         plated, or boxed)
       – are the meals additional purchase items or
         included in the registration fee?
      Hotel/venue considerations
       – understand how the venue counts delegates at
         meal functions (i.e. by plates used or by seats)
       – does the venue prepare for 5% more than
         guaranteed?
26     1-Feb-11
     Food & Beverage Planning (F&B)
     Menu Selection Tips
      Consider the location and setup of the meal
      function space

      Select the menu prior and compare to the
      conference budget
       – remember to include tax and service charges

      If the standard hotel menus cost are prohibitive,
      inquire to customize a menu to fit your budget

      Try to offer local cuisine as part of the conference
      meals if possible


27     1-Feb-11
     Food & Beverage Planning (F&B)
     Menu Selection Tips
      If you have parallel events with meal functions,
      utilize the same menu

      For smaller events, consider hosting joint meal
      functions to eliminate additional service charges

      Inquire about menus ordered by other groups in-
      house at the time of your event
       – bulk ordering creates better discount
       – reduces labor for the venue

      Review your advance registration activity to
      determine guarantees
28     1-Feb-11
     Communicating Your Details to the Venue

         Prepare and send detailed event specifications that include
          – Day and date of the function
          – time the room should be setup and how (i.e. theater,
             schoolroom, u-shape)
          – food and beverage selections and counts
          – room assignments as well as published start and end times
          – a/v and electrical requirements
         The venue will translate the information into a format known
         as a banquet event order (BEO) for review and signature
         Ensure the BEOs correlate with your specifications
          – communicate any discrepancies immediately
          – once signed, these become the contract with the venue
        Conduct a pre-conference meeting with the hotel to
         review all the beo’s once onsite to be sure the needs are
         interpreted and captured correctly

29        1-Feb-11
Meeting Specifications
          Room Block Management




31   1-Feb-11
     Room Block Management
     Keep an Eye on the Contract
      Many hotels require conferences to pick up at least 80% of
      the contracted room block
      Monitor the room pickup regularly and assess if
      reductions/increases in block are required
       – increases may not be available or may be at higher rates
             before increasing, confirm that it is necessary
       – reductions may incur penalties
             If fall below the contracted room block
                 – attrition charges may apply
                 – concessions may be reduced or eliminated
                 – meeting space allocation may change due to the
                   size of the group and space charges may apply
      All changes to the contract should be agreed in writing by
      both parties (hotel and conference chair) by creating a
      contract addendum

32     1-Feb-11
     Room Block Management
     Tips for Success

      Understand the conference pickup pattern
       – How far in advance do delegates normally make their
         reservations?
       – Monitor and compare the pickup to the previous
         years to determine if you are on target
       – Confirm the following have made their reservations
           VIPs (ie. award winners, plenary speaker)
           Authors/speakers
           Committee
       – Compare hotel rooming list to conference
         registration list(s)


33     1-Feb-11
     Summary
      There are many components to planning a
      successful event
      The timeline is key to staying on track to meet
      deliverables
      Always keep an eye on the contract terms
      Don’t be afraid to ask for help from an expert;
      there are many resources available
       – Event management professionals
       – Convention visitors bureau
       – Destination management company
       – Audio visual suppliers

34     1-Feb-11
Questions?
     Resources and Tools

      Conference Organizers website
       www.ieee.org/web/conferences/organizers/index.html

      Attend Panel of Conference Organizers and visit the website
      for review of presentations
       www.ieee.org/web/conferences/organizers/poco/index.html

      Utilize a professional management company
       www.ieee.org/go/mcm

      Convention Industry Council’s Accepted Practices Exchange
      (provides industry best practices and standard templates)
       https://www.conventionindustry.org/apex/accepted.htm



36
       –
       1-Feb-11
Contact                   Email                Phone
Elsie Cabrera, CMP        e.cabrera@ieee.org   +1 732 981 3428
Mgr. Sales & Conference
Activities


Website: www.ieee.org/go/mcm
Email: mcminfo@ieee.org

IEEE Meeting & Conference Management (MCM)
445 Hoes Lane
Piscataway, NJ, 08854
U.S.A.



 37   1-Feb-11
                THANK YOU




38   1-Feb-11

				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:544
posted:2/1/2011
language:English
pages:38
Description: Event Decorator Contract document sample