How to Rent a Convention Hall
Whether you are looking to attend a convention to promote your product, or you are a giant corporation that needs to bring different departments of your company together, there is no better way to do it than having a gathering face to face. Enter the Convention Hall. Renting it can be a tad tricky so here are some tips on how to rent a Convention Hall.
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Instructions
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Select the date of your event. Before you can even contact the convention hall representatives, you must know when your ideal date is for your event. Be sure to have back-ups in case the locations are taken or, if weather plays a factor for part of your event, be sure to have a rain or snow date.
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Determine the number of people you will be hosting at the event. This is a crucial number, as the idea of a convention hall is that it can hold thousands of people. If you only have a few hundred, then it may be a waste of resources, not to mention space once everyone arrives. By determining the number of people, you'll have a better conversation with the convention hall representative.
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Set your budget for your event. The last thing you want to do is overspend on something that is so massive. Take all of your expenses for your guests into account before contacting the convention hall. This includes, food or drinks you'll serve, the show or presentation you're making (lighting, sound, projected images or movies), parking costs, insurance and more. Have a project manager or the financial department of your company draw up a budget.
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Contact the convention halls in your area. Speak with the representatives and see which spaces align with your organizations budget, size and scope of the event. Once you find a convention hall that works for you, ask for a contract for the agreed date.
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Review the contract before signing or submitting the deposit. This is where you will want a lawyer to look things over and negotiate any additional terms. It will cost you some money up front, but that is much better than having surprises down the line, which put your event in jeopardy.
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Pay the deposit on your convention hall. Depending on the cost of your event, the overall payment may be split up into as many as four payments. Pay on time to keep your event moving forward.
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Tips & Warnings
Always ask for more perks as you negotiate. The worst they can say is "no."
If your event spreads over days and weeks, negotiate a discount because you are booking for a long period of time.
Be sure to read the fine print along with your lawyer. Another set of eyes and being verbal about questions will only allow you to have more peace of mind as the event approaches.
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Comments
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Agiani
Feb 14, 2008
Many hotels have meeting spaces. Depending on the size of your event, you may wish to book hotel meeting room space instead of a larger convention center. If your convention center/meeting space is associated with a hotel, be sure to ask about room nights (one room sold for 2 nights = 2 room nights). Sometimes the number of room nights you sell will allow you a discount on the meeting space. If your event is large enough, you may be able to negotiate special room rates at several hotels and not just one.
