Source: http://blog.computerrentals.com/category/event-industry-updates
Timestamp: 2017-05-30 11:04:15
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Event Industry Updates | blog.computerrentals.com
Help your Attendees Get their GAME On!—Part Six: Increased Interaction January 7th, 2015 If one of the goals of your business event is to engage your attendees (of course it is!), then gamification is one of the best techniques that you can utilize. Studies are revealing more and more proof that games—and the gamification of business goals—are excellent at increasing interaction, retention, and attendee satisfaction. It’s an all-around win!
November Conferences: Events & Engagement Tech October 24th, 2013 EventTech
Understanding Hotel Venue Contracts, Part 2 August 23rd, 2012 In Tuesday’s Part 1, we began defining the essential terms of hotel venue contracts (a study you should finish up with your attorney, if necessary). Today we will continue with the terms Group Cancellation, Group Rate, Meeting Space, Reservation Method, and Room Block.
Like Attrition and Performance, Group Cancellation clauses can be misunderstood. However, the clause is not invoked nearly as often as Attrition, and most hotels will specify a penalty for cancelled events, whatever the reason, often on a sliding scale (how large an event, how early it is cancelled and so on). You want all this tightened up before investing in trade show equipment rentals, that’s for sure.
When you negotiate for rooms, you will encounter the Group Rate, which is affected by the rates for different room types (single, double, triple, multi-occupancy suites). The hotel guarantees this rate for reservations made after the contract is signed and before the Cut-off Date (see Part 1). The rate should be lower than that offered individual travelers, and “set in stone” (read, “written in the contract”) so attendees can make an informed decision.
Planning a conference requires you to determine the proper amount of meeting space. You may need tables and chairs for a dozen desktop PC rental units, a dining hall for a keynote luncheon, or “all of the above” (and more). The contract should therefore describe the rooms, their dimensions and seating capacity, date/time availability and the exact fees. Meeting space is sometimes included at no cost. If you don’t think you’re a tough enough negotiator to get it, study up or get (paid) professional help.
Even with a signed contract, attendees at your event need reservations. Having a Room Block (below) does not mean attendees can simply show up and check in. All attendees bring unique needs – different arrival/departure dates, smoking and handicap preferences, single/multiple occupancy room, etc. – so they should handle their own reservations. There are different ways to do it – some easier for the hotel, others for the meeting coordinator – but online registration programs have simplified the process tremendously.
This simply means the number of rooms that the hotel will hold for a group on particular dates at agreed rates. As the foundation of the hotel venue contract, the Room Block guarantees a rate for a specific period of time. After the contract is signed, the hotel takes the rooms off the market and attendees must make reservations before the Cut-off Date. Such room details as ensuring Wireless Internet Access for your iPad rentals should be handled at this point if not previously negotiated for the group as a whole.
Call or e-mail a knowledgeable Account Executive about your upcoming conference and we’ll make it a real winner. Know what you need? Visit our Quick Rental Quote page and you’ll be in and out in no time!
Understanding Hotel Venue Contracts, Part 1 August 21st, 2012 If you need to book a hotel for a conference, you will quickly become familiar with the intricacies of the hotel sales contract. They are convoluted enough that lawyers hold seminars about them. Because conference bookings are often done a year or more in advance, the hotel sales contract must explain how to manage potential changes in pricing, availability, equipment, and so on.
We are certainly not providing you legal advice on your contracts, for which you should consult an attorney. However, we will define the major clauses and contract elements to give you a good start at understanding hotel sales contracts. Today, in Part 1 we will define:
Attrition/Performance
In Thursday’s Part 2, we will give you the scoop on:
The interchangeable terms ‘Attrition’ and ‘Performance’ and are possibly the most confusing terms in the hotel and conference industries. If you book a certain number of rooms, for lodging as well as breakout sessions with Audience Response Systems (ARS) and other CRE meeting technology, the hotel will expect them to be used and paid for at the agreed rate. Hotel professionals realize the near-impossibility of predicting room reservations accurately, especially when booking in advance, and typically set the contractual obligation at 80-95% of the full booking. Unless the hotel is able to book those rooms at the last minute, you’ll pay for this minimum irrespective of attendance, so consider your needs carefully before reserving.
Audiovisual equipment services included in the contract (sometimes as an “exclusivity clause” and sometimes as part of the Food & Beverage package), is often worth negotiating. The in-house AV provider may be limited in both variety of equipment and technical support. And, using an outside company like CRE for your audio visual (AV) equipment rentals, for the keynote presentation and everything else, is usually far more cost-effective than renting from the hotel. Be sure to look into local AV rental options before signing away your options. Concessions
Concessions are all the extras, upgrades and freebies included in the contract. Absolutely everything is negotiable and the number and variety of extras that can be included in your rate may surprise the uninitiated. You can get free suites and meals, use of the spa, frequent flyer miles and more. Negotiate like a pro (or hire one) and you’ll save enough for extra plasma display rentals or other equipment.
This vital date must be clearly defined in the contract, as it’s the date that your group rate and room reservations expire. A typical cut-off date is from 10 to 30 days before the arrival date.
If you are reserving space for receptions, cocktail hours, lunches, dinners or other events, you will be negotiating a food and beverage minimum. This may be a flat dollar amount that you must spend on food and drinks, and you may be responsible for the unused balance. Make the hotel guarantee the meal prices for any catered events and ensure your attendee count is accurate. Force Majeure
Force Majeure supersedes any group cancellation clause (covered in Part 2) and was once called the “Acts of God” clause. It offers a penalty-free cancellation if your plans are altered by “events beyond control,” protecting you against losses from terrorist acts, government regulations, natural disasters, labor strikes, and other situations beyond human control.
From the finest event production rentals to potent post-production technology, our expert Account Executives are ready to help you with a single call or e-mail, or you can help yourself wit our Quick Rental Quote form!