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IAPCO & PCMA SEMINAR slides.pdf · PCOs & Venues . CONTRACT MANAGEMENT FACILITY REGULATIONS ....
Transcript of IAPCO & PCMA SEMINAR slides.pdf · PCOs & Venues . CONTRACT MANAGEMENT FACILITY REGULATIONS ....
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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
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CONTRACT MANAGEMENT
Who’s here? PCOs
Meeting Planners
Association Executives
Convention Bureaus
Venues
DMCs
Hotels
Suppliers
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CONTRACT MANAGEMENT
What’s to come
PCO Contracts
Venue contracts
General contracting
tools
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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!
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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
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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
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CONTRACT MANAGEMENT
What else you must not miss
Confidentiality Clause
Termination Terms
Indemnification
Intellectual Property
Payment Terms
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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?
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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?
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CONTRACT MANAGEMENT
Interdependence of contracts
PCO
Client (s)
Others
Venue(s)
Hotels
Association Stakeholders
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CONTRACT MANAGEMENT CONTRACTING WITH VENUES
How are they different?
TENANT AGREEMENT
LONG
GOVERNMENT
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CONTRACT MANAGEMENT
FACILITY REGULATIONS
CONTRACTING WITH VENUES
Prepare in Advance
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CONTRACT MANAGEMENT CONTRACTING WITH VENUES
Tricky Clauses FORCE MAJEURE CANCELLATIONS
INDEMNITY DEPOSITS
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CONTRACT MANAGEMENT
Tips
Prepare in advance
Know what you are trying to protect?
Look at the big picture
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CONTRACT MANAGEMENT
Pick your battles Use counsel wisely
It’s not all about you
Find a mentor
Tips
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CONTRACT MANAGEMENT
Keep the lawyers out… To create an
environment of trust and collaboration
But…be prepared and get your ducks in a row
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CONTRACT MANAGEMENT
Thank you! • Questions? Claire Smith Vice President of Sales & Marketing – Vancouver Convention Center Mathias Posch President ICS – International Conference Services Ltd.