Open Forum

Happy Monday to all the members! Time to begin with our Huddle of the Week post!

The current market and cost savings are a concern now more than ever. As event planners you are overcoming challenges every day. Some of those may include finding venues, getting new staff trained, and being creative to make your events as successful as can be.

Questions for you:

• What are your best practices for venue sourcing?
• How do you overcome budget concerns?

Want to learn more about venue sourcing best practices, how to overcome budget concerns with cost savings tips, and ways to approach your 2023 event strategy? Register now for our upcoming webinar - How Planners Will Pull Off Successful In-person Events in 2022 - today!

We are excited to hear from you in the comments section below! #HuddleoftheWeek #VoiceIt
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#SourcingaVenue
#ExecutingStrategicMeetingsManagement

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Megan Clark
Assistant Team Lead, Online Community Marketing
Cvent
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What are your best practices for venue sourcing?
See it in person! 
How do you overcome budget concerns?
You never know unless you ask - if something is out of budget, it is always worth asking if they can meet you within your budget, or what changes can be made to make it work. If not - keep looking! If you are paying for a premium property then you should not have to pay for a lot of extras (like furniture rentals etc).

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Olivia Popofski
Marketing Coordinator
Sun Life Assurance Company of Canada and AffiliatesCanada
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What are your best practices for venue sourcing?

1. Review choices from the perspective of being there. A venue that looks good on paper or from a budget standpoint might not create the best experience for your attendees. 
2. If you want it, ask for it whether it is a concession or a special request item. At worst, you will be told. But sometimes the venue can offer some creative alternatives to what you originally asked for. 

How do you overcome budget concerns?
Concessions, cancellation/attrition negotiation, and total cost of travel comparison. If a hotel has a higher per room night cost but provides savings opportunities related to other cost areas, gives us the best flexibility when plans change, and/or time related to getting from point to point in town (aka closer to a conference center), it helps when asking for approval from stakeholders; especially if a higher price hotel hits all three areas.

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Jennifer Jones
Senior Specialist
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• What are your best practices for venue sourcing?
  • Source early and try to make quick decisions - especially now!
• How do you overcome budget concerns?
  • Be transparent with your budget up front, along with any discounts or concessions you need. The whole process will go faster if everyone is on the same page from the beginning.

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Gina Allega, CMP
Senior Program Manager
BCD M&E
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• What are your best practices for venue sourcing?
  • Allowing extra time for response, and visiting in person for larger events. 
  • Using virtual tours whenever possible
• How do you overcome budget concerns?
  • We are very minimalistic, and use local vendors for decor/food when possible to reduce costs.

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Beth Vriesen
Events Registration Admin
Associated Bank Corporation
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What are your best practices for venue sourcing?
Virtual Tours
How do you overcome budget concerns?
Knowing budget before starting task.

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Jonathan stanaj
Events Manager
United Federation of TeachersUnited States
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