Event Contract and Negotiation in the time of Covid-19

Discover how to secure the best value from venues and suppliers and ensure your contracts are watertight

Covid-19 has forced all event professionals to relook at their event contracts and insurance cover. A recent survey* of nearly 2,000 meeting and event professionals found that 69% of events were not covered by insurance amid COVID-19 cancellations and many contracts favoured the venue or supplier rather than the event professional. With so many events cancelled or postponed, this has meant huge losses to event professionals.

This course has been updated to consider the current environment for events professionals; to understand what can be negotiated, ensure you negotiate the best possible future contracts with venues and suppliers and understand what clauses to look for in contracts — such as the implications of force majeure.

* C&IT’s international survey, 26 March 2020

Online course outline

Session 1: Preparation & Contracts | 9.30am–11.30am (GMT)

It’s all in the preparation

  • Identifying the end goal and knowing your brief

Contracts and events — what are the critical issues?

  • The principles of contracts — what you need to know
  • Key clauses in venue hire agreements
  • The small print — why it is important
  • Those dreaded Terms & Conditions! What elements can you change?
  • Practical Exercise – work through one contract

Regular short breaks, interactive quizzes and polls and time for Q&A

Practical exercise at home: Based on learnings, work through 2 additional contracts and identify how you can make your contract work better for your business.

Session 2: Contracts & Negotiating | 9.30am–11.30am (GMT)

Contracts: Working through contracts done at home first

Negotiating: Best practice in negotiating with venues and third parties

  • Doing your homework, how to take ownership of your event
  • Win/Win: How to achieve the best outcome for both parties
  • The venue and you — negotiating the variables
  • Deposits and commissions — are they negotiable?
  • Catering — price, quality and service — getting the right menus at the right price
  • Why you should never pay 100% cancellation fees
  • Finding the add-ons that work for you

Regular short breaks, interactive quizzes and polls and time for Q&A

Fun exercise at home: Use your new skills to negotiate something at home and report back on any stumbling blocks

Session 3: Risk Assessments, Health and Safety, Critical Incident Planning | 9.30am–10.30am (GMT)

What are the Event Managers responsibilities in health and safety?

  • Health and safety compliance overview
  • Your responsibilities as an event organiser
  • How to implement safety arrangements
  • Event Safety Plan
  • Emergency/Critical Incident Planning
  • Complying with the Equality Act

Key issues for Event Managers in risk assessments

  • What are your responsibilities
  • Key issues to consider in Risk assessments

Regular short breaks, interactive and more time for Q&A

Another great course by the Media House, really informative and friendly trainer and some great tips and tricks learnt. Thank you all!

Events Project Exec

Chartered Insurance Institute

The online course was very enjoyable and informative and I will be adding some new approaches to my next events and contracts!

Event specialist

Cook Medical

Next online course:
Call for dates

Make the most of extra time you have now, to refocus and improve skills, discover new knowledge and expertise. Our online training course has been structured into three easily managed “chunks” with coursework included.

All attendees who complete the course satisfactorily, will receive a certificate.

Online cost

£395 (+ VAT) for all commercial companies
£295 (+ VAT) for not-for-profit organisations

Post-course 1:1 follow-up

If after attending the training course, you would like to discuss particular areas relevant to you with the trainer, you can book a one hour 1:1 consultation, cost £195 (+ VAT). Book a follow-up consultation here.

Who should attend?

All event and conference managers and operations and logistics managers. Whether you work for a conference or exhibition company, corporation, association or charity, this course will help you in delivering great events.


Call for dates

Your trainer:

Claire Poole

Follow us on:

84% of employees at the best performing organisations are receiving the training they need.

16% of employees at the worst performing organisations receive the training they need.

An excellent trainer, with a wide knowledge of topics. She always communicates clearly, welcoming questions and useful discussion.
Engagement Events Executive

Prostate Cancer UK

Trainer was fantastic and absolutely well prepared, speaking about real things, not theories!
The course has been an eye opener for me! Looking forward to all the financial impact to come following the learning.
Event specialist

Cook Medical

Join our mailing list to hear about new course dates and special offers


Going through the detailed elements of a contract, and learning to communicate with venues, to get a better deal and commissions, was very useful,

Senior Event Manager, Misti


Very useful to learn negotiating and contracting techniques — I’d never thought of many of them before. The trainer was entertaining, good at relating situations to scenarios we would understand.

Operations, Capacity Media


95% of attendees recommend our courses


The focus on building relationships with venues, and learning more about cost savings was extremely valuable.

Senior Operations, Capacity Media

We're proud to sponsor


I’ve improved my skills in negotiating and learnt a great deal about contracting. The trainer was very knowledgeable.

Event Operations, Platts


This was probably the most energising and inspiring “training” I have ever participated in. The course covered many legal, contractual and health and safety issues approached in a real life scenario way and I think we all went away both scared about some of the things we were letting slip through, ignoring due to pressures or simply didn’t realise we should be doing, BUT with the knowledge and practical guidelines on how to remedy the situation.

Head of Event Management, Euro RSCG Riley


5/5! Claire ran such a fun and informative session. She was down to earth, quirky, interesting, friendly and had a wealth of knowledge she shared with us. She brought great vibes all round! Her examples of real life situations were most interesting and showed us how the course and skills we were learning could be applied to everyday situations.

Event Coordinator, AFME

Our clients include