Complete Handbook of Event Planning

Author: Judy Allen (USA) / Country: Mainland China
Publisher:
Publish Date: 2006-06-01
Features: Hotels and Convention Centers
The difference between hotels and convention centers will affect your budget. Both venues are good options, but you must understand their differences and which costs should be included in the cost breakdown. If you need accommodations in addition to event space, holding the event at a hotel might be more cost-effective. Hotels can earn revenue from food, beverage, and room sales, which may reduce the cost of space rental during event setup and rehearsals. Generally, if a hotel earns revenue from food and beverage, it may waive space rental fees during the event. Of course, this depends on the total amount you spend at the hotel. Hosting an event at a hotel means your guests can easily walk to the meeting rooms, saving on transportation costs. If your guests' hotel is farther from the event venue than a walkable distance, you will need to cover their transportation expenses. Not all convention centers have room rate agreements with nearby hotels. You may need to negotiate separately with both the hotel and the convention center. Compare the costs to see the differences in pricing. In addition to space rental, consider other expenses. Most hotels allow your setup crew to park and unload, and they often provide assistance with moving items (remember to include tips in your budget). Hotels typically do not charge for table and chair rentals for registration or displays, and they often provide a variety of custom glasses, such as Martell glasses, for your Martell bar, which can be used for free if the quantity does not exceed a certain limit. You can negotiate with the hotel to provide day-use rooms and changing rooms for your setup staff and VIPs. Hotel meeting rooms are usually carpeted, so there is no additional cost for carpeting, and they typically do not charge room cleanup fees. Hotels usually offer locked storage areas and are often willing to replace lost keys for free. Hosting an event at a convention center may not offer the same conveniences. Unloading may incur labor fees; there may be time limits, such as three or four hours, or overtime fees; using tables, drapes, and tablecloths may require payment; convention centers may not have custom glasses, and you may have to pay extra for them; exhibit halls may not be carpeted, and renting carpets will be an additional cost; rekeying and vacuuming may also incur extra fees. It is essential to clarify which fees apply and which aspects are negotiable. After comparing the costs of both venues, you will have a clear understanding of where the price differences lie, allowing you to negotiate specific issues with hotels and convention centers. Convention centers can also waive certain rentals, but they need to know how much the event will spend on accommodations, food, and beverage. If your spending decreases, the rental fees will increase, and these will be outlined in their contracts. Pay close attention to this, as it can significantly impact your budget. Before signing the contract, you should also clarify whether the following additional costs apply:
· Is there a fee for using tables and chairs?
· Are there additional requirements for hosting receptions or dinners?
· Are cleaning fees required?
· Are there any overtime fees?
· Do you need to work with designated companies?
· How is electricity billed?
Have the venue management list all additional costs in advance and include them in your budget. Otherwise, as the event nears its end, you may be surprised by unexpected expenses. This is especially important if your budget is limited. No matter where you host the event, ask:
· Are the staff unionized?
· Does being unionized affect labor costs and other fees?
· When must contracts and wage negotiations be completed?
· Are there any renovation plans for the venue?
If there are, how will they affect your event? You do not want to host an event during labor negotiations or under the threat of a strike. You need to know about any renovation plans, the scale of the renovations, and how they will impact services, facilities, and the guests attending the event. Hotels and convention centers each have their strengths. The most important thing is to find a venue that suits your event and have a clear understanding of all potential costs that need to be included in your budget. P37-38