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The audio-visual requirements are another crucial part of
the planning requirements. If the venue has them available
for use, is the equipment compatible with the speaker or presenter's
equipment? Is there backup equipment available in the event
of a malfunction? It's always a good idea to speak directly
with the audio-visual company's representative and get a sense
of their equipment and service capabilities. Also, agree on
costs, how billing will occur and how they handle cancellations.
Absolutely get everything in writing and put copies in your
production manual.
If the venue has a convention services manager, be sure they
are in the loop at the beginning of the planning process.
This is usually the 'go-to' person source for any issue surrounding
the meeting. They will also likely know all of the venues
policies and procedures. Discuss the details and requirements
of the meeting with them so that they are aware of your requirements
and can work with you to ensure that they are met.
If you'll be incorporating an exhibit hall for all or part
of your meeting, make contact with the decorator. This person
will likely work the one that interfaces with the drayage
company, engineers, electricians, and audio-visual staff.
They will also work with the catering staff and all on-site
personnel. When ever possible, establishing a good rapport
with all on-site staff at the beginning of the planning process.
Their input into the planning process will help avoid potential
problems. Their history with the venue and experience will
be invaluable to you.
Understanding all of the cost factors is important in presenting
a competitive price. It is difficult, however, to compete
on price alone if you don't have a cost advantage. The cost
advantage usually decreases with each additional layer of
contracting. The point is, the more intermediaries (middlemen)
involved in producing your event, the more it will cost you.
Conversely, the least expensive provider is not always the
best way to go (due to quality issues) so price should not
be the only issue considered. Use your network of colleagues
and vendors, and your production manuals from past events,
to determine the best professionals to hire.
Contracting for Event Entertainment & Production
After you've closed a deal with the planner and suppliers,
there are other entities and contracts that will need to be
dealt with. These other types of contracts, agreements, contracting
agencies or agents may include:
--Artist Contracts, Contract Addendums or Riders, and Modifications
to them
--Certificates of insurance, riders and endorsements
--Labor work rules, employment and venue rules
--Hotel, speakers, A/V equipment
--Caterers, suppliers, rentals, entertainment and music licensing
--Lighting, power, fireworks, security and waste disposal
--Ambulance, municipal services and ticket Sales
--Event or production specifications and work orders
--Memorandums of understanding, letters of intent and confirming
letters
--Email agreements and exchanges
We want to believe that everyone we work with has good intentions;
however, when negotiating for products or services, these
intentions may be unclear and often unenforceable if they
are not in writing. A written contract is the best and safest
measure for assurance and enforcement of performance by vendors
and contractors. These measures will increase the likelihood
of desired outcomes as all parties have obligations to fulfill
that they have been agreed to in writing. Committing those
obligations to a document that is enforceable in a court of
law is imperative.
For Part One, please click
here.
For Contract clause Tips of the Month, click
here.
 Mark
Sonder, CSEP is the Chief Entertainment Officer of Mark Sonder
Productions, a leading national entertainment agency providing
headline talent and production services for large venues,
corporations and associations. In addition, Sonder sits on
the faculty of The George Washington University MBA/MTA Diploma
and Event Management Certificate program. Event
Entertainment and Production is the book published by
Wiley authored by Sonder, Copyright 2004.
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