Event Contract and Negotiation in the time of Covid-19

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