How do you manage conference partner contracts?

1 Know your goals and needs

Before you start negotiating and drafting a contract with a potential partner, you need to have a clear idea of what you want to achieve from the partnership and what you can offer in return. Think about your conference goals, audience, budget, theme, and values, and how a partner can help you enhance them. Also, consider what kind of partnership you are looking for, such as a financial sponsorship, a content collaboration, a media partnership, or a combination of them. Knowing your goals and needs will help you communicate them clearly to your partner and avoid misunderstandings or conflicts later on.

2 Research your partner

Another important step before signing a contract is to research your partner thoroughly. You want to make sure that they are reputable, reliable, and aligned with your conference vision and mission. You can do this by checking their website, social media, reviews, testimonials, previous partnerships, and references. You can also ask them to provide you with relevant information, such as their goals, expectations, budget, audience, and metrics. Researching your partner will help you assess their suitability, credibility, and compatibility for your conference.

3 Negotiate and customize

Once you have identified and researched your partner, you can start negotiating and customizing the contract. A contract should reflect the specific needs and interests of both parties, so avoid using generic templates or copying from other contracts. Instead, use a contract as an opportunity to discuss and agree on the details of the partnership, such as the scope, duration, deliverables, benefits, payment, communication, reporting, evaluation, and termination. Be flexible and respectful during the negotiation process, and try to find a balance between your demands and your partner's requests.

4 Review and sign

After you have negotiated and customized the contract, you need to review and sign it. Reviewing the contract means checking that it contains all the relevant information, clauses, and terms that you and your partner have agreed on, and that it does not have any errors, omissions, or ambiguities. You can also consult a lawyer or a legal expert to review the contract and ensure that it complies with the applicable laws and regulations. Signing the contract means that you and your partner formally accept and commit to the partnership, and that you are legally bound by the contract.

5 Manage and monitor

Once you have signed the contract, you need to manage and monitor the partnership throughout the conference cycle. Managing the partnership means that you and your partner follow the contract and fulfill your obligations and responsibilities. It also means that you maintain regular and clear communication with your partner, update them on the progress and challenges of the conference, and provide them with feedback and support. Monitoring the partnership means that you and your partner track and measure the results and outcomes of the partnership, and that you report and evaluate them according to the contract.

6 Renew or end

At the end of the contract, you need to decide whether to renew or end the partnership. Renewing the partnership means that you and your partner are satisfied with the partnership and want to continue it for another conference or period. Ending the partnership means that you and your partner are not satisfied with the partnership or want to pursue other opportunities. In either case, you need to follow the contract and respect the terms and conditions of the renewal or termination. You also need to thank your partner for their collaboration and maintain a positive and professional relationship with them.

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?