Did you dream of becoming a lawyer but ended up an event planner instead? Me either, but we deal with so many contracts that it can feel like we have an honorary law degree sometimes. Negotiating and understanding contracts is a major job role of event planners. So once your venue selection process is completed and you’re ready to ask for a contract, use these tips to help you negotiate your best deal. (And don’t forget to check out these tips too!)
Share Your Event Specs
When you asked for a quote, you likely had to share the basics of your event - number of people, date, time, ect. To help you get the most accurate and best pricing, share as much as you can - what type of room set you will require, FB you are thinking of, AV needs, ect. By sharing all this information upfront, you will be able to negotiate deals and discounts, and there will be no surprises on what can be accommodated and what can’t.
Share Your Budget
Some people may think that not disclosing your budget will get you a better deal but by being upfront with that you are able to spend, you’ll likely be easier to work with. If you have a price per person or a max amount of money you can spend, see if the venue is able to work within those constraints. You may be surprised with how creative venues can get with your budget! Also, they may offer discounts to help you stay within budget (if you’re lucky!)
Be Upfront With Non-Negotiables
Again, don’t leave anything out - make sure to tell your venue what items are most important to you and your event. Be upfront with your non-negotiables, like certain contract language or terms being included in your agreement. If you have an addendum you need included in your contract, send it to the venue for review before you ask for a contract. This ultimately will save everyone time if something can’t be accommodated or agreed to.
Ask for Concessions
What are concessions? In terms of an event contract, concessions are items of value-added to the contract - sometimes contingent on meeting contractual agreements. For instance, a venue contract may offer you a discount on menu items if a food and beverage minimum is met. When negotiating a contract for your event, you should ask for any concessions that can help you stretch your budget and add value to your event, which may not mean much for the venue. These can be waived fees, discounts, or freebies thrown in (Complimentary welcome drinks, ect.) - all help your bottom line. If the venue sends a contract with some standard concessions, ask for more, the worst they can say is no!
Be Flexible
Don’t forget negotiating is a two-way street - the venue will likely make some adjustments for you but may require you to give them something in return. Know what you are OK with being amenable to, and sometimes the venue may ask for something that may seem like a little thing to you, but could go a long way with the them who may be trying to make another client happy - and could give you some more negotiating power!
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