How can you negotiate recurring event or conference contracts?

1 Know your goals

The first step to negotiate a recurring event or conference contract is to know your goals and expectations. What are the objectives and outcomes of your events? How often do you plan to hold them? How many attendees do you expect? What are your budget and timeline constraints? Having a clear vision of your goals will help you communicate them to potential vendors and partners, and evaluate their proposals and offers.

2 Research the market

The second step to negotiate a recurring event or conference contract is to research the market and compare different options. What are the average rates and terms for similar events in your area or industry? What are the availability and demand for venues and services? What are the current trends and best practices in event planning? Doing your homework will help you identify the best value and quality for your events, and give you leverage and confidence in the negotiation process.

3 Build relationships

The third step to negotiate a recurring event or conference contract is to build relationships with your vendors and partners. Instead of approaching them as one-time transactions, treat them as long-term collaborators. Show them that you value their work and expertise, and that you are willing to be flexible and creative. Establish trust and rapport, and listen to their needs and concerns. By building relationships, you can create win-win scenarios and mutual benefits for your events.

4 Negotiate the details

The fourth step to negotiate a recurring event or conference contract is to negotiate the details and terms of the agreement. Be prepared to discuss and compromise on various aspects, such as pricing, discounts, deposits, cancellation policies, exclusivity clauses, and contingency plans. Be clear and specific about your expectations and deliverables, and document everything in writing. Don't be afraid to ask for extras or incentives, such as free upgrades, complimentary services, or loyalty rewards.

5 Review the contract

The fifth step to negotiate a recurring event or conference contract is to review the contract carefully before signing it. Make sure that you understand and agree with all the terms and conditions, and that there are no hidden fees or surprises. Check for any errors or inconsistencies, and clarify any doubts or questions. If possible, have a lawyer or a professional review the contract as well, and advise you on any legal or financial implications.

6 Evaluate the results

The sixth step to negotiate a recurring event or conference contract is to evaluate the results and performance of your events and vendors. Monitor and measure the feedback and satisfaction of your attendees, speakers, sponsors, and partners. Track and analyze the costs and revenues of your events, and compare them with your goals and projections. Identify the strengths and weaknesses of your events, and seek ways to improve and optimize them. Communicate and celebrate your successes and challenges with your vendors, and thank them for their support and collaboration.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?