Calling all Association & Non-Profit Customers! We recently held an engaging networking meetup where we discussed some of the most pressing challenges right now for associations and non-profit customers. The session was filled with valuable insights, and we wanted to share a summary of the key takeaways with you.
The Power of Community and Shared Experiences
The networking meetup started on a light-hearted note with our attendees sharing their love for Taylor Swift. This camaraderie highlighted the importance of community and shared experiences, even in professional settings. Building connections and networking are crucial in the events industry, and our networking meetup provided a platform for attendees to do just that.
Overcoming Venue Sourcing Challenges
One of the primary topics discussed was the common challenges faced in venue sourcing and contract negotiations. Here are some of the key points:
- Exhaustive Venue Search Process – Finding the right venue can be incredibly time-consuming. Many planners resort to using multiple directories, websites, and even Google to find potential venues, which is inefficient and frustrating. The Cvent Supplier Network (CSN) can streamline this process by providing a centralized database of over 309,000 venues globally.
- Negotiation and Contract Management – Negotiating contracts can involve several rounds of back-and-forth communication, which delays decision-making. Attendees discussed the importance of having a systematic approach to manage these negotiations effectively. The CSN allows planners to send one RFP to multiple venues and compare bids side-by-side, increasing the efficiency of the negotiation process.
- Tracking and Reporting – Without a robust system, tracking and reporting on overall spend can be challenging. This lack of visibility makes it difficult to measure ROI or identify cost-saving opportunities. The CSN offers comprehensive reporting capabilities, giving planners the insights they need to make informed decisions.
- Centralized Platform – Having a company-wide platform for all meeting sourcing ensures consistency and efficiency. The CSN provides a unified platform that streamlines operations and promotes better collaboration across the organization.
Enhancements in the Cvent Supplier Network
Our networking meetup also highlighted some recent updates to the CSN:
- New Search Results Page – The redesigned search results page now offers both a list view and a map view, making it easier to find the venues that meet your specific needs.
- AI-Enabled Venue Search – This new functionality provides venue suggestions based on the facilities your attendees need, using natural language to filter results. This saves time and improves the accuracy of your venue search.
- Cvent Vendor Marketplace Powered by Reposite – For those who need more than just hotel venues, the Cvent Vendor Marketplace Powered by Reposite offers a repository of over 45,000 suppliers across 10 categories, including restaurants, team-building activities, and more.
Best Practices and Tips
Several attendees shared their best practices for venue sourcing and contract negotiations:
- Price Guarantees and Multi-Year Contracts – Negotiating price guarantees for multi-year contracts, especially for food and beverage, can be challenging. Attendees suggested negotiating discounts off menu pricing and working with venues to create customized meal packages to manage costs.
- Room Block Audits – Including room block audits in contracts is essential to ensure that all attendees are accounted for. Some planners have faced challenges with hotels charging for audits or not including audited names in concessions.
- Add-On Events – Hosting add-on events like dinners or leadership training can boost engagement and provide additional revenue opportunities. Several attendees shared their experiences with add-on events and the factors that contribute to their success.
Continuing the Conversation
We encourage you to join our Association & Non-Profit User Group in the Cvent Community. It's a great place to continue these conversations, ask questions, and share your experiences with peers.
Looking Ahead
We look forward to seeing you at Cvent CONNECT in San Antonio very soon. Join us for our next virtual Association & Non-Profit Networking Meetup happening on Wednesday, May 14th @ 11am ET – Register Today! What are some other topics that you'd like to see in our upcoming meetups? Comment your ideas below!
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