Negotiate These 10 Things with Event Venues

The outcome of venue contract negotiation can make a difference to the success of your event, impacting everything from the bottom-line to attendee experience – not to mention your peace of mind. Here are ten areas you to negotiate – and get results – with your event venue. Important Note: Always put out an RFP to multiple vendors to negotiate from a position of strength. You may have a favorite location when you start the RFP process but keep an open mind. Make it clear hat you’ll be going with the venue that…

Venue Negotiation: Using Your Own AV Services Partner (Contract Clauses Included)

Venue Negotiation: Using Your Own AV Services Partner Recently, one of our clients ran into a venue trying to lock them into over-priced AV Services. This is something we’ve encountered many times throughout the years and we’re betting you have too (or will one of these days). We prepared the event contract clauses below to allow professional event and meeting managers like you to continue partnerships with your own Audio Visual Services Suppliers, in any facility, without additional fees or charges. If you don’t currently have an AV & Production partnership, clauses can be…

Venue Selection: Avoid the Gotchas with These Rules (by Nick Catanella III, Sr. Project Manager)

Finding a new venue can be both a scary and exciting experience. There are a few key things to keep in mind when evaluating any new venue as a potential event space to make sure you aren’t overspending or under planning. Here are three main factors to consider: Venue Occupancy: The first and probably the most obvious, it’s important to find a balance that not only accommodates the target guest count but also achieves the best look and feel for those guests within the available space. A rule of thumb when calculating space…

Announcing the ‘See It to Achieve It!’ Promotion

Visualization can be a powerful tool for success. While we’re not sold on the feasibility of attracting buckets of money through visualization alone, we are confident that taking a concrete step to see the look and feel of your main stage will instill confidence in the successful outcome of your event. Announcing the ‘See It to Achieve It!’ promotion. Details are simple: You have an established event theme We’ll bring it to life with the scenic design / look & feel for one room, including production schematics (lighting, A/V) No cost, no contract…

3 Free (and Very Cool) Tools for Event Planners

Whether you’re an independent event planner, an agency, or working at hottechcompany.com, there are so many technologies out there today to make your #EventProf life a little more manageable. Here are three that can make a world of difference! EasilyDo: There’s one constant in an Event Prof’s life – you’re hardly ever in one place. EasilyDo advertises itself as ‘Your Smart Assistant’ and follows through on the promise by making your smartphone even smarter. It integrates your email (Outlook, Google, etc.), social media (LinkedIn, Facebook, Twitter), cloud storage and services (Box.com, Dropbox, Evernote)…

An Open Love Letter to Our Clients – Past, Present, and Future

Yes, Valentine’s Day is really more about romantic love. But you may have noticed there’s a lot of anger out there lately and we think everyone could use a little bit more love these days. And as anyone who’s been in a long term relationship or had a family (crazy or not) or even the companionship of a sweet pet knows, love is infinitely more than romance. It’s in the daily decision to respect each other and do the right thing that leads to trust and partnership. So this is our little love…

A Few Rules of Thumb for Managing Your Event Media [GUEST POST]

A special guest post by Tom Scarpino, Mixed Media Support media – presentations, videos, and demos – are a key component of all business events. Thanks to our all-digital world and hectic work environments, it’s likely this content will get revised and updated frequently, often up to the very last moment. To help ensure a smooth and accurate event, here are a few rules of thumb to keep in mind as you start to build and organize your support media. On-Site Access Email and cloud storage services, like Box and Dropbox, make it…

Checklist: Marketing Video Pre-Production

Creating the perfect video involves a lot more than picking up a camera and shooting from the hip (though there’s a place for that too). This checklist can be applied to any marketing video you create. We’re in the business of events, so our top suggestion is starting an event with a jaw-dropping WOW video that emphasizes your theme. 2017 is the year of experience in events and conveying your theme with video to kick things off can be a powerful way to immerse and engage your audience. The Checklist [  ] Define…

5 Video Trends for Events in 2017

One of the big trends across marketing channels in 2017 is video. Marketers will be using video more for social, on websites, in emails - and at events. As the year kicks off, let's take a look at the trends for video this year. Live Video Platforms Periscope, Facebook Live, Instagram Stories, Houseparty… the number and popularity of live video apps are expanding, and you can incorporate their use in events to enhance the way users process their event experience. Imagine the type of engagement and subsequent attendance you could get from a…

‘Tis the Season for Giving

October through December is often called ‘the giving season’ since holidays tend to bring out the generous side in people. With an entire day dedicated to giving thanks and good tidings in the air, it’s hard to resist the urge to share wealth and joy, in whatever way one can. At AVT we’re lucky to have a leader who has incorporated giving into the culture of our company, and on a year-round basis. Rick L’Hereux started AVT 29 years ago, in Santa Clara, CA. He was already committed to his community personally, and…
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