iapco & pcma seminar slides.pdf · pcos & venues . contract management facility regulations...
Post on 07-Oct-2020
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Keep the lawyers out!
Contract Management
Claire Smith Vice President of Sales & Marketing – Vancouver Convention Center Mathias Posch President ICS – International Conference Services Ltd
IAPCO & PCMA SEMINAR
CONTRACT MANAGEMENT
Who’s here? PCOs
Meeting Planners
Association Executives
Convention Bureaus
Venues
DMCs
Hotels
Suppliers
CONTRACT MANAGEMENT
What’s to come
PCO Contracts
Venue contracts
General contracting
tools
CONTRACT MANAGEMENT
Keep the lawyers out! … of the negotiations and fine tuning of a
contract
Keep them in for your general terms and contract template!
CONTRACT MANAGEMENT
What is a “contract”? • An agreement between two or more parties,
especially one that is written and enforceable by law
What is an “agreement”? • An arrangement between parties regarding a
course of action
CONTRACT MANAGEMENT
“Yes!” To agreements Agreements are formalized relationships
Consider all possibilities while everyone is
happy
Get the details right (Contracting bodies!)
Define responsibilities
Confirm court of law
CONTRACT MANAGEMENT
What else you must not miss
Confidentiality Clause
Termination Terms
Indemnification
Intellectual Property
Payment Terms
CONTRACT MANAGEMENT
Contract Negotiations
1. Objectives
2. Gather information
3. Identify and prioritise
issues 4. Philosophy
5. Specific objectives and
parameters
6. Strategy 7. What will they do?
CONTRACT MANAGEMENT
What will they do? Cultural differences Who am I negotiating with?
(Hierarchy) What is THEIR
objective/primary goal? Why are they negotiating
with me?
CONTRACT MANAGEMENT
Interdependence of contracts
PCO
Client (s)
Others
Venue(s)
Hotels
Association Stakeholders
CONTRACT MANAGEMENT CONTRACTING WITH VENUES
How are they different?
TENANT AGREEMENT
LONG
GOVERNMENT
CONTRACT MANAGEMENT
FACILITY REGULATIONS
CONTRACTING WITH VENUES
Prepare in Advance
CONTRACT MANAGEMENT CONTRACTING WITH VENUES
Tricky Clauses FORCE MAJEURE CANCELLATIONS
INDEMNITY DEPOSITS
CONTRACT MANAGEMENT
Tips
Prepare in advance
Know what you are trying to protect?
Look at the big picture
CONTRACT MANAGEMENT
Pick your battles Use counsel wisely
It’s not all about you
Find a mentor
Tips
CONTRACT MANAGEMENT
Keep the lawyers out… To create an
environment of trust and collaboration
But…be prepared and get your ducks in a row
CONTRACT MANAGEMENT
Thank you! • Questions? Claire Smith Vice President of Sales & Marketing – Vancouver Convention Center Mathias Posch President ICS – International Conference Services Ltd.
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