A comprehensive contract will help any event go more smoothly. The
venue will have standard clauses, but, before signing the contract,
be sure to review it and ensure that all the points agreed upon during
negotiations have been added to the document.
It is essential to lock in the event date. It is not unknown for a
venue to bump a booked event for one that will be more profitable, or
move it from the premium room to a side room. Initially, a reservation
contract should be made with a holding deposit. At that time, get a
receipt with the date of the event (including month, day(s) and time),
and the name and number code of the room(s) being reserved, as well
as the date that the booking was made on. Ask for the person issuing
the reservation to print their name and phone number alongside their
signature. Check in with the venue regularly (there may well be other
points to confirm) to ensure that there are no surprise changes.
Once the contract is signed, the event
organizer should run off two or three copies to refer to during
the lead up to the convention,
meeting, seminar, training, wedding,
gala, fundraiser, et cetera. The original needs to be stored somewhere
secure. There may be staff turn-over during the period between booking
the location and holding the event. It is a good idea to create a record
of any staff member with whom contract items are discussed and the date
on which it was done. There should be quick follow-up in the form of
an email or fax with a confirmation of agreement from the venue.
| Ottawa Conventions.com
Event Planning 101
Chapter 2: Location
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