What about local schools entertainment, do we need to make sure they are licensed by ASCAP or BMI?
Whether the facility is ASCAP- or BMI-licensed or not, it is always the event producer’s responsibility to obtain licensing for any copyright protected material to be performed, either live or electronically. It's not expensive for small groups, and the process is not too complex. Rich Heitke, CMP, CGMP
Resources:
HowStuffWorks "How Music Licensing Works": http://entertainment.howstuffworks.com/music-licensing.htm#mkcpgn=tw1
Via @howstuffworks: Any establishment that wants to play music that will be heard by the general public needs a license as well.
If you go to the Forms section of the BMI website, you can find a list of dozens of forms to cover every different type of establishment that you can imagine. --Lisa McNorton
When you’re considering passed hors d’oeuvres for a one-hour reception, what would be a safe number per person?
It depends upon the profile of your attendee. What is their gender? What level are they in the company? The higher the level, the less they are likely to consume. Will dinner be served following the reception? How long is the reception?
You could anticipate two pieces per person for a reception that precedes dinner; 10-12 pieces per person for a one-hour reception without dinner.
How do charge based on consumption if it’s a buffet?
A buffet is not ordered by consumption but estimated per person.
What about gluten allergies at hotels? If they don't use different cooking items, does cross-contamination occur?
Meet with the chef to discuss whether a separate area is set aside for gluten-free food. Are separate utensils used? Dishes? Prep area? Can the chef accommodate gluten-free needs or is an outside caterer needed to prepare the food?
What are some F&B trends you see coming up at meetings today? What do you see as a future trend?
The cost of food will be rising because of the severe weather conditions experienced throughout the U.S. In difficult economic times, people like comfort food. There is a trend toward smaller quantities, sliders, different spices and more international cuisine. Food on buffets are labeled with major ingredients. The emphasis is on healthier foods, and sometimes organic, depending upon cost. There is edible decor. Some facilities are opting not to use tablecloths and to use interesting displays of food. There is a shift away from bottled water and more interest in preserving the environment. Plastic is being replaced with dishes and silverware or biodegradable goods. However, you must know the profile of your group. Are they a meat and potatoes group? Are they adventuresome?
As a government meeting planner a lot of emphasis is being placed on how things look versus what they cost. They are both equally important, but finding the balance has been very difficult. Do you have any suggestions? Do you feel this will be the case in five years?
Groups want value for their dollar. Avoid pricey kinds of food like shrimp. Speak to the catering manager and/or chef during the site-selection process and get pictures of displays. Are food stations decorated? Can facility provide options for costly centerpieces such as bread-basket or dessert displays?
We ask our vendors to provide samples of their product for a dessert take-away bag at our banquet. Also, our vendors will send larger samples of their product to the chef at their hotel to use during our events.
When I organized a trade show in New Orleans, I got the permission of our conference hotel to allow leading restaurants in New Orleans to offer their specialty desserts as refreshments at stations spread throughout the trade show at no cost to our group of travel agent owners and managers. Get the permission of the facility for outside food. Usually there are no problems if samples are distributed.
Can you give us examples of incentives for sponsors and exhibitors? Everything seems so "been there, done that," and we're not having much success lately.
As conference organizers, you are providing potential clients for your sponsors and exhibitors. How can you use brand placement throughout the conference to reinforce the sponsor or exhibitor brand. When my presentation is sponsored by an organization, I may use their signature music, table décor, colors, or examples as part of my presentation. I recognize suppliers who take the time to attend my educational sessions because they are showing an interest in finding out the needs of their clients.
Do you have any advice in working with cruise lines? I’m having a difficult time.
Think of your goals and objectives for selecting a cruise ship and the value of your business to the cruise line. There are many variables to consider. Are you taking over the entire ship? Are you planning to sail when the cruise line needs your business? Are you flexible? I have planned a meeting on a cruise ship and one of the challenges is that there is a surcharge for single occupancy. Also, your program is based upon the cruise itinerary.
What might you expect a hotel to charge for water service, such as Bonnie suggests?
There should be no charge for pitchers of bottled water. Electric water coolers are usually outsourced and there may be charges that could be negotiated.
BONUS QUESTIONS:
How do you provide hotel F&B revenue if food trucks are used? Does food truck get paid by hotel or by conference planner?
The meeting planner should negotiate an F&B minimum. If food trucks are to be used, this must be discussed with the convention service manager prior to signing the contract. The trucks could be reserved with the knowledge and support of the CSM if participants are on their own for the lunch break and food trucks provide a quick opportunity to grab lunch. Discussions must include where trucks are to be parked, places for people to actually eat, and proper licensing. Food trucks are a great option if you are using unique venues without catering capability. Arrangements can be made for the group to be charged by consumption and payment is to be made.
What are the top three things that an event planner can use as leverage when negotiating with a venue?
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Value of your piece of business (repeat business, potential for participants to book business, money spent on F&B, outlets, double occupancy)
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Flexibility with dates and not being a “space hog”
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Willingness to walk away if mutual agreement can’t be made