Negotiating Contracts & Locating

Interaction Points
Made and Presented by Varchasvi Mahajan for Event Management (C-602)
 Why do we need a contract in the first place?

A contract is very important for spelling out what both parties’

responsibilities are in planning, holding, and ending the event. The
contract guarantees the payment services necessary to hold the venue
and services for the specified date of the event and is payable at the
time of signing the contract.
Having an event planning contract in place ensures that both event
organizer and planner have a clear understanding of the work that will
be completed and other necessary aspects of conducting business
together.
What items to put
in the contract?

• Event Planning Services (what

will and what will NOT be
included)
• Payment Schedule
• Terms of Event Cancellation
• Termination Clause
• Indemnification Clause
 How to Negotiate?
What are some good
Strategies for negotiations?

• Ask for a proposal without giving them your budget

numbers.
• Don’t be intimidated by strong sales pitch.
• Obtain multiple bids; use it as leverage.
• Consider multi-year agreements.
• Take your time.
• Read the fine print.
• Be flexible but know what your non-negotiables are.
• Ask for everything: You don’t ask, you don’t get.
• Note: Everything is Negotiable. Know when to walk away.
Mistakes to avoid
while negotiating
Undervaluing your Not going through the
events. fine print.

Forgetting to cover the Not being flexible

“what ifs”. enough.

Not asking for Not knowing when to

everything. walk away.
 Interaction Points
• Interaction Points are those designed areas of the venue along with time slots,
where the interaction will take place. These may also be called as “customer
touchpoints” or “channels.”
• It clears all doubts and apprehensions in the minds of the attendees. It also gives
a great opportunity for live and face-to face communication and interaction.
Interaction helps in building customer relationships and promoting brand loyalty.
• They should be designed to suit the Interaction Objective.
• There are two types of Interaction:
– Direct Interaction: EmCee, Anchor hosting the event.
– Indirect Interaction: Photo-booths, Stalls, Merchandise stores etc.
Some common
Customer
Touchpoints

• Email marketing: The business of

enthusiastically and regularly promoting
your event to your list.
• Direct sales call.
• Event website.
• Social media handles.
• Customer event enquiries.
• Sign-up process and joining instructions.
• Event day delivery team.
• Post-event follow up.
Successful ways to increase
Attendee Interaction

• Building Anticipation
• Social media engagement
• Creating small groups
• Hosting a Happy-Hour
• Provide Networking Friendly Areas
• Create Q&As, Polls, Games etc.
Thank You!