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What are the best ways to avoid contract disputes with an event venue?

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Planning an event can be exciting, but also stressful, especially when it comes to negotiating and signing contracts with venues. You want to make sure that you and the venue are on the same page about the terms and conditions, and that you have a clear and enforceable agreement that protects your interests and avoids disputes. Here are some of the best ways to avoid contract disputes with an event venue.

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Shiloh Perry

Director at East West Presents

1 Read the contract carefully

Before you sign anything, make sure you read the contract carefully and understand what it says. Look for clauses that specify the payment schedule, cancellation policy, liability, insurance, force majeure, dispute resolution, and any other relevant details. If you have any questions or concerns, ask the venue for clarification or seek legal advice. Don't assume anything or rely on verbal promises that are not written in the contract.

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Shiloh Perry

Director at East West Presents
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Honestly no one reads the contracts and some people don't even sign them. My advise is READ THE CONTRACT and remember if you don't agree to some clauses you can negotiate these BEFORE both parties sign. You might be able to add clauses. Just make sure you read it, understand it and if there are any costs( backline, riders, venue damages etc) who pays for them? Also be clear about deposits/instalment payments and what happens if the show is cancelled. Best to seek legal advise if you are unsure

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Elliot Brown

?????? Group Client and Partnerships Manager @ Exclusive Collection | ?? Changing the World through Events, Hospitality & Golf
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Remember, if you've done your due diligence on a venue it's unlikely that they exist to make your life worse. Often venue contracts are fair and have been tailored overtime based on feedback from events/clients they've worked on before! My top tip: don't be afraid to ask your venue representative to highlight any clauses that have been disputed previously, or terms they suggest you consider carefully before signing the contract - if they're worth their salt, the venue should be kind enough to support you through the sales-process which doesn't end when you say "where do I sign?"

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2 Negotiate the terms

Don't be afraid to negotiate the terms of the contract with the venue if you think they are unfair, unreasonable, or unclear. You may be able to get a better deal, more flexibility, or more protection by asking for changes or concessions. For example, you may want to negotiate the deposit amount, the cancellation fees, the minimum spend, the overtime charges, or the amenities included. Be respectful and realistic, but also assertive and confident in your negotiations.

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3 Document everything

One of the best ways to avoid contract disputes with an event venue is to document everything in writing. This means that you should have a written contract that reflects the final agreement between you and the venue, and that you should keep copies of all correspondence, invoices, receipts, and other records related to the contract. This way, you have evidence to support your claims or defend yourself in case of a dispute. You should also communicate with the venue regularly and confirm any changes or updates in writing.

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Elliot Brown

?????? Group Client and Partnerships Manager @ Exclusive Collection | ?? Changing the World through Events, Hospitality & Golf
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In the world of video-calls, consider using 3rd-party platforms such as Otter.ai to transcribe your video-calls and share those notes with all parties at the end of the call - these platforms also have the ability to summarise calls that you can then share with your colleagues and/or invested parties. If you're working on mutual planning documents, perhaps consider creating a Google-doc which can be edited by approved contributors at any time.

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4 Follow the contract

Another way to avoid contract disputes with an event venue is to follow the contract and fulfill your obligations. This means that you should pay on time, adhere to the rules and regulations, respect the venue's property and staff, and deliver what you promised. If you fail to follow the contract, you may breach it and face legal consequences or damage your reputation. If you need to make any changes or adjustments to the contract, make sure you get the venue's consent and approval in writing.

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5 Resolve issues promptly

If you encounter any issues or problems with the venue or the contract, try to resolve them promptly and amicably. Don't ignore them or let them escalate into bigger disputes. Instead, contact the venue and explain the situation and your expectations. Listen to their perspective and try to find a mutually acceptable solution. If you can't resolve the issue directly with the venue, you may need to use other methods, such as mediation, arbitration, or litigation, depending on the contract and the law.

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6 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?

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Stacey-Rebekka Karlsson

PR, Events & Marketing Specialist | Founder & Managing Director at Goho |
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Know your contract inside and out Stick to the parameters of the contract If there needs to be variation, discuss it Communication is key, always have everything in writing

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Elliot Brown

?????? Group Client and Partnerships Manager @ Exclusive Collection | ?? Changing the World through Events, Hospitality & Golf
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Venue finding agencies are becoming increasingly popular for busy businesses, but don't fall into the trap of having the agency consider and negotiate the contract on your behalf without any involvement. Be sure to invite yourself into that process so you're aware of what's being negotiated or agreed to!

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What are the best ways to avoid contract disputes with an event venue?

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2

3

4

5

6

1 Read the contract carefully

2 Negotiate the terms

3 Document everything

4 Follow the contract

5 Resolve issues promptly

6 Here’s what else to consider

Event Planning

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What are the best ways to avoid contract disputes with an event venue?

1

2

3

4

5

6

1 Read the contract carefully

2 Negotiate the terms

3 Document everything

4 Follow the contract

5 Resolve issues promptly

6 Here’s what else to consider

Event Planning

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