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Current Topics for the

Corporate Event
Planner
Contracting and
Negotiations

For exclusive use for registered


participants. Not intended for general

Contracting and
Negotiations
Consider clients needs, goals,
objectives
What do they require?
What is the budget?
How can you meet needs with the
right services?

For exclusive use for registered


participants. Not intended for general

Development Phase

Client Meetings
Vendor meetings and proposals
Consider event elements
Perform a site review
Site selection

For exclusive use for registered


participants. Not intended for general

Initial Phase Client


Meetings
Consider:
Who, what, when, where, why
History
Budget
Preferences
Limitations date, time, location

For exclusive use for registered


participants. Not intended for general

Supplier/Vendor Meetings
Can occur during the bid process
Necessary so all parties understand
scope, limitations, restrictions
Can scheduled as needed to
facilitate ongoing planning and
compliance

For exclusive use for registered


participants. Not intended for general

Vendor proposals

Response to RFP
Services provided
Cost
Restrictions
Weigh benefits
Recommendations and references

For exclusive use for registered


participants. Not intended for general

Event Elements

Technical production
Food and beverage
Ancillary programs
Entertainment
Risk management
Dcor

For exclusive use for registered


participants. Not intended for general

Site Review

Overview of needs - RFP


Services provided by Venue/Site
Limitations and restrictions
Site characteristics

For exclusive use for registered


participants. Not intended for general

Site Plan

Evaluate spatial restraints


Consider event elements
Traffic flow
Storage other needs
Load in/out
Tools floor plans, drawings,
schematics
For exclusive use for registered
participants. Not intended for general

Site Selection
Negotiation
Contracting
Communication
Time lines
Deadlines
Production schedules

For exclusive use for registered


participants. Not intended for general

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Pre-Production Phase

Re-assess vendor/suppliers
Funds available
Human resources internal, external
Steps
Gather information
Create bids and overviews
Submit and review RFPs
For exclusive use for registered
participants. Not intended for general

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Production Phase
Load in and out
Plan accordingly with vendors
What to consider:
Timing of event
Size of equipment
Use of loading docks, exits
Cost for overtime
Labor needed

For exclusive use for registered


participants. Not intended for general

12

Compliance

Contract provisions
Venue requirements
Vendor/supplier agreements
Measurement tools
Checks
Evaluations

For exclusive use for registered


participants. Not intended for general

13

Pre- and Post-Inspections

Security
Health and safety officials
Client
Staf
Vendors
Site/Venue

For exclusive use for registered


participants. Not intended for general

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Contracts and Agreements

Identify when applicable


Negotiate
Execute with signature and date
Includes:
Contracts
Leases
Agreements
For exclusive use for registered
participants. Not intended for general

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