What else do you do at your convention that is not covered by your contract? Did you assume that something can be successfully accomplished by the hotel or convention center, so you thought it was not necessary to add it in your sales contract.
Can this lead to disaster? Maybe yes and maybe no. It depends upon how important the item left off is to the overall success of the convention or event.
Let us use electricity as an example. Every facility provides lights for your meeting along with either heat or air conditioning, so it is assumed that a normal amount of electricity is available for meeting or exhibit needs. But, is it really available?
New facilities have better overall electrical capabilities. More outlets, amps and total power are being added for increased uses. But, is it enough? What happens if you book an older facility that has not been able to upgrade or add more power?
For example, you plan a very nice general session and have in the back of your mind a rather extensive audio visual presentation with multiple projectors, a massive light display and a huge audio setup. Of course, this takes not only power, but the location of the power has to be accounted for. What happens to the “vision” of your general session when you spring your requests on the hotel and they say that it can not be accomplished? However, maybe it can, but because of the extra equipment that has to be rented, they quote a price that blows you budget.
Granted, rooms and space are you primary concerns, but do not forget the “What Else” items.
Another example of electricity is coordinating exhibits. Are your exhibits table top displays with an occasional need for computer power and display lights or do you have exhibitors that require more elaborate power needs. Ask your convention service contact what is available. Prevent disaster by making sure you have it available before finding out last minute that the service you now need can not be provided.
Speaking of exhibits, what about set up time? Did you put time in the your contract for the decorator to prepare your 8′ x 10′ booths and then time for your exhibitors to set up? Do not assume that you have all the time you need. If it is not written into the contract, you may not get it.
Every exhibit setup is unique and requires a different amount of time. Make sure you express your needs to your sales manager and have it on paper before another convention books in front of you (or behind) and puts your “extra” time in their contract.
It is hard to say you need it after the fact when you had a chance to get it in the original contract.
One last example. Are you loading anything into the ballroom that will require a loading dock or a special elevator? Think about 200 booths moving into the hotel where 200 different exhibitors all need access through a limited door area. This can be a problem and must be coordinated in advance.
So, think “Big Picture” when planning your convention and ask yourself “What Else.” Do not assume the hotel or convention facility can do what you want. Prevent disaster by visualizing everything you are doing and then make sure it is in the contract. Do not wait until the last minute. Your success depends upon you asking “What Else?”
