• Know your contact assigned to your event
• Ask for a preferred vendor list in advance of your pre-con
• Utilize the CVB’s assistance to secure appointments and set itinerary for pre-con visit
• Ask about and familiarize yourself with surrounding area to your event

• Ask about any exclusive rights.
• Always get more than one bid – preferably three for comparison. Make sure all are responding to the same RFP.
• Always negotiate for lowest rate after you make the comparison but your choice is not necessarily the lowest rate decorator.

• Create a template that gives the food service the ability to give you seasonal foods for best rates. Example would be:         2 entrees, 3 salads, 2 veggies, 1 starch, 2 desserts, or similar.
• Ask what are the Chef’s specialties and try to work out a mutual menu.
• Be clear about your expectations for serving any meals regarding set-up or efficiency of dining hall.
• Understand the art of making guarantees. Keep a history of guarantees vs actual.
• Always request ingredient list and/or preparation.

• Set a timeline for advance promotions
• Seek assistance from CVB, hotel or others to create advance marketing potential
• Determine the options that work best for promoting your organizations needs
• Use specific software that enhances attendance and aids your history for future
• Other

History

•  Create your organizations history
• Include locations (show a pattern if there is one) 
• Know the configuration of space to meet your needs. (General sessions, exhibits, dining, break-outs, etc.)
• Give overall attendance, but specify segments if applicable. (adults vs. youth or vegetarians vs. vegas, etc.)
• If possible, produce documentation of income generated through other outlets.
• Know your pick-up numbers and final results.

• Search the internet
• Inquire about other organizations usage – get recommendations
• Use a product that is compatible and has potential to upgrade to reduce expense
• Consider outsourcing if unable to manage the system
• Other

• Ask about exclusive rights
• Request base price and then utilize “extentions”
• Verify ability to use your cell phones in all areas for reception
• Publish your numbers to attendees
• Review specific needs for phone service (for registration, credit card lines, internet)
• Request to use your own equipment
• Request complete record of phone usage to document accuracy

• Review your specific needs (observe how other organizations handle things and tailor their procedures to meet your specific needs)
• Utilize your database to create double-duty from your registrants (gathering additional information i.e., birthdays, emails, cell phones, etc.)
• Offer option of online registration or secure a registration service
• Build in to your registration fees to cover costs if needed
• Advertise and market registration procedure, availability, and options
• Clearly explain options available for attendees, youth, exhibitors, or other specialties
• Market early enough to offer “early-bird” discounts
• Educate your attendees by standing by your deadlines
• Clearly review your process from start to finish. This includes what and how things proceed once registration is closed and on-site registration is necessary.
• Staff your on-site registration adequately
• Create a good location for efficient traffic flow
• Properly train your volunteers
• Alphabetize packets and prepare them in advance
• Utilize “give-aways” to enhance the process
• Confirm accurate info when attendees pick up their packets
• Keep all sales on-site properly recorded and receipted
• Verify security of your cash box and any other items of value on-site

• Do preliminary checking before going on a site visit
• Confirm dates for availability in advance if not flexible
• Request to confirm date conflicts with other clients for possible adjustments
• Evaluate convenience for driving or flying attendees
• Evaluate season of year for best rates available
• Know your space needs and confirm expectations
• Request comps for meeting space versus sleeping rooms used
• Request info kits from convention center, hotels, CVB, etc.
• Evaluate age of property, cleanliness, parking availability, deposits required, security, ease of flow, cancellation requirements, overall atmosphere of property
• Evaluate configuration of space to meet your needs comfortably with potential for growth or change
• Confirm availability of break-out space
• Confirm seating, staging, a/v, lighting, rigging points, shipping, loading requirements
• Compare advantages and disadvantages for all properties being used
• Ask about food service and ability to meet your needs
• Ask about sampling availability
• Ask about cut-off dates or any specific deadlines
• Determine heaviest check-in/out and availability of bell stand or valet
• Are marquees available and usable at hotels? Airports? Convention center?
• Ask about tax exemption status requirements
• Review all check lists for your organizations needs
• Coordinate all activities in advance or behind your meeting for additional potential
• Ask the CVB what would be helpful for a city/location to seek your business
• Other

• Ask about any exclusive rights.
• Is the venue “wired” with cameras and if there is an incident will you be allowed to review tapes.
• Remember security only covers public space and you may need to hire additional security to secure your halls or space.
• Set up a specific template for hours needed to get bids.
• Consider outside security firms. Police departments are a good resource.

• Ask about internet policy for the venue.
• Understand the difference between paying for wireless or buying bandwidth.
• Request opportunities for lowest rate quote that meets your needs.
• Understand compatibility issues.
• Keep a history on number of users for best negotiation

• Contact CVB for list of transportation vendors
• Negotiate rates based on your needs for attendees
• Seek airport/hotel coupons for advance reservations
• Confirm with other programming segments if additional transportation is required
• Review alternate options such as passenger vans, school busses, etc. vs coaches