Many organizations occupy many events, for a number of reasons. Sometimes these events are held as member benefits, while at other times, the intention is the collection of funds. At other times, the event can be educational or training, and often an event can serve as multiple objectives or in a totally different way from what I have just identified. Sometimes events are intended for small groups, while other events can be massive. Events also vary significantly in their budgets, etc. For more than three decades, I have been professional, organizing, coordinating and / or consulting on events. I was involved in events for as little as twenty five participants and as big as several thousand. What I came to understand is that any chance of success is still considered by the quality and nature of the negotiations.
1. Before negotiating, organizations need to know what they want, what they need and what they can afford. They must review their objectives for the event and their priorities. What are they satisfied with previous events and what are they less than delighted? In the case of an annual or periodically repeated event, such as a conference, a convention, a fundraiser, etc., has their presence and their results improve, stable or have they seen returns decreasing? If their success rate has decreased, what do they attribute to this? All people involved in planning and organizing this event must be on the same page in terms of vision of the objectives and objectives of this event.
2. The big events have themes that attract people to read and feel welcome. The event theme must be integrated with all pre-marketing for the event, as well as reporting in the event itself. This can include decorations, colors, foods served, etc.
3. What is the budget of the event? The creation of a budget should serve as a method of hierarching and organizing activities, programs and concepts. The expected revenues should always be made on a conservative basis and must include fees charged to assist, subsidies, advertising, sponsors, etc. Expenses must be examined with a worst scenario because it is always better to make the size of size size. CAUTION when creating a budget. This helps to determine what needs to be negotiated, what is the highest priority and what options are.
4. What is needed to make a great event and what needs to be negotiated? What articles have the highest priorities and thus determine the approach of the game manufacturer in relation to an effective negotiation approach. A negotiator must understand in which areas there is more flexibility and less.
5. Professional negotiation includes all aspects. No zone should be left without negotiating! If this event is held in a hotel and rooms are needed, planners must include the level of price needed to attract participants and avoid deterring the presence by being too expensive. In the case of a multi-day event, planners must take into account complementary or subsidized rooms, as well as the costs of meeting rooms, etc. Many organizations neglect elements such as audiovisual costs, only shocked when they realize how high these costs can be. Like everything else, the audiovisual is also negotiable. Negotiators must address the costs of food and beverage and know how to work with banquet / caterers services to a mutually pleasant solution that works for both sides.
The most important message I’m trying to send is that planning is essential to the success of the negotiations. Negotiators must be armed as much relevant information as possible before starting negotiations, so as well prepared as possible. It is essential to remember that it is always easier to negotiate before the contract is signed, it is signed, and much more advantageous to negotiate as a man