Negotiating and Contracting for Event Managers

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

Are you juggling half a dozen events at any one time? Worrying that you haven’t got the best deal from a venue and not 100% sure about the contract? Why should you never pay 100% cancellation fees? Do you need to up-date your risk management policy? If you answer “yes” to any of these questions, then this course on negotiating and contracting has been developed for you. By focusing on the key areas which you told us were of most concern, we have developed a programme which will give you real practical tools and know how to be applied when you return to the office.

Course outline

It’s all in the preparation

  • Identifying the end goal
  • Understanding your event 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: this discussion session will look at actual contracts and identify how you can make your contract work better for your business.

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

What are the Event Managers responsibilities in health and safety?

  • Health and safety compliance overview
  • Your responsibilities as an event organiser
  • What does that mean?
  • How to implement safety arrangements
  • Event Safety Plan
  • Complying with the Equality Act

Key issues for Event Managers in risk assessments

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

Having a plan

  • Emergency/Critical Incident Planning

Next course:
31 March 2020


Updated course


£100 off ALL bookings
made by the end of January 2020

Quote 2020PROMO when booking

We make a donation to the Woodland Trust for every course booking

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.


31 March 2020
2 July 2020
14 November 2020


How much?

£595 plus VAT for all commercial companies
£545 plus VAT for not-for-profit organisations

How long?

One day: 09:00–17:00


31 January 2020


Your trainer:

Claire Poole

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.

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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

The Association Excellence Awards 2019


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

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