Strategic Procurement & Contracting 

Strategic procurement means PLANNING and NEGOTIATING for how to get the most for your money instead of taking whatever deals you can get.

This approach covers everything from destination and venue identification and sourcing, to RFP development, to venue contract negotiations and more. Here’s a look at how we support you through each phase.

Strategic Sourcing - Save Time and Make Better Decisions

Venue sourcing shouldn’t mean throwing darts or trying to sort through hundreds of options. We work diligently to uncover what will work best for YOUR event. That often starts with looking at general areas of the country or certain cities. 

We narrow it down much further from there so that we can present you with ONLY the best options for each location. This means you don’t get bogged down in research and decision fatigue. You can make fewer, smarter, and more important decisions. That’s a massive time saver.

As a bonus, by eliminating more venues from the running BEFORE the RFP stage, we aren’t wasting vendors’ time either. Everyone wins!

Strategic Contracting - Streamline Communication and Negotiation

Did you know?

• You are currently competing for space and rooms at hotels with hundreds of other companies and you need to stand out from the start with your RFP? 
• 90% of the RFPs hotels see are inaccurate, which leads to ineffective communication and wasted time.
• A lot of event planners send their RFP through Cvent. As a result, suppliers provide the most generic answers due to time restraints and the volume of RFPs. 



Typical Steps in the Strategic Procurement & Contracting Process

1. Needs Assessment: We work with you to identify and document the specific requirements of the event, such as venue, catering, audio-visual equipment, décor, transportation, and accommodation.
2. Supplier Selection: We conduct a thorough search and evaluation of potential suppliers. This includes considering factors such as cost, quality, reliability, and alignment with the event's objectives and budget. 
3. Negotiation: We hold discussions with suppliers to agree on terms that are favorable in terms of cost, quality, and service levels. Effective negotiation can lead to better pricing, additional services, or more favorable contract terms.
4. Contract Management: We draft and manage contracts to ensure that all terms and conditions are clearly defined and agreed upon. This includes setting performance standards and timelines, as well as outlining penalties for non-compliance. 
5. Risk Management: Identifying potential risks and developing strategies to mitigate them. This could involve contingency planning, securing insurance, and ensuring supplier reliability. We even negotiate the fine print for things like hotel attrition that take many event planners by surprise.

(Free Bonus: Get our hotel attrition guide here!) 

1. Sustainability and Ethics: We support your organization’s environmental and social impact goals with ethical procurement decisions. This can involve selecting suppliers that adhere to sustainable practices and ethical standards.
2. Cost Control: We monitor and manage costs throughout the procurement process to stay within budget. This includes tracking expenses, seeking cost-saving opportunities, and avoiding unnecessary expenditures.
3. Supplier Relationship Management: We build and maintain positive relationships with suppliers to ensure smooth execution of the event and foster long-term partnerships.
4. Technology Utilization: We use procurement software and other technologies to streamline processes, track progress, and enhance communication with suppliers.
5. Evaluation and Improvement: After the event, we review the procurement process to identify successes and additional areas for improvement. This can involve gathering feedback from stakeholders and suppliers to refine future procurement strategies.