How do you determine what is negotiable when working with vendors for a conference?

2 Research the market and the vendors

Once you have your budget and priorities, you need to do some research on the market and the vendors you are interested in. What are the average rates and terms for the services and products you need? What are the alternatives and competitors available? What are the strengths and weaknesses of each vendor? How flexible are they in terms of pricing, quality, delivery, and customization? Researching the market and the vendors will help you understand what is realistic and reasonable to negotiate, and give you leverage and confidence in the negotiation process.

3 Communicate your needs and expectations

After you have done your research, you need to communicate your needs and expectations to the vendors you are considering. Be clear and specific about what you want, why you want it, and how it will benefit both parties. For example, if you want a lower price, explain how it will fit your budget and how it will increase your chances of booking with them. If you want a higher quality, explain how it will enhance your conference and how it will generate positive feedback and referrals. Communicating your needs and expectations will help you establish rapport and trust with the vendors, and create a win-win situation.

4 Ask for options and trade-offs

Once you have communicated your needs and expectations, you need to ask for options and trade-offs from the vendors. Don't just accept or reject their first offer, but explore what else they can do for you. For example, if they can't lower their price, can they offer you more value-added services or products? If they can't offer you more value-added services or products, can they give you more flexibility or convenience in terms of payment, delivery, or cancellation? Asking for options and trade-offs will help you find the best possible solution for both parties, and show that you are willing to compromise and cooperate.

5 Review and confirm the agreement

After you have negotiated the options and trade-offs, you need to review and confirm the agreement with the vendors. Make sure that everything is clear and accurate, and that there are no hidden fees or charges. Ask for a written contract or confirmation that outlines the details and terms of the agreement, such as the price, scope, quality, delivery, payment, cancellation, and liability. Review and confirm the agreement will help you avoid any misunderstandings or disputes later on, and ensure that you get what you agreed on.

Negotiating with vendors for a conference can be challenging, but it can also be rewarding. By following these tips, you can determine what is negotiable and what is not, and get the best deal for your conference.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?