Site selection and contract negotiation is often the most challenging part of the event planning process. IEEE Meetings, Conferences & Events (MCE) will find the perfect venue that is the best fit for the event and negotiate the best deal to fit the budget.

Site selection

IEEE MCE identifies and selects properties based on strong relationships with all major hotel chains and venues, both globally and domestic. IEEE MCE has supported events at many locations, and has experience with the well kept secrets of many properties.

IEEE MCE will partner with the event committee to identify locations based on requirements and budget. IEEE MCE can also provide advice on criteria such as time of year, day(s) of the week, and cities and locales that work best for the event attendee geographic makeup, with attention to accessibility of flights and ease for international travelers. IEEE MCE will prepare a summary of sites for review, and conduct site inspections of all proposed venues.

Contract negotiation

The contract is the most important piece of an event, and the art of negotiation is priceless. IEEE MCE has an experienced team that knows which questions to ask to secure the best deal for optimal room rates and top value for services.

By providing a comprehensive contract review service, IEEE MCE will work to:

  • negotiate the lowest possible guest room rates;
  • maximize concessions;
  • reduce food and beverage pricing;
  • obtain complimentary function space;
  • minimize equipment costs;
  • eliminate deposit requirements;
  • minimize attrition requirements.

IEEE contract templates

Standard agreements have been negotiated with several major North American Hotel Chains and IEEE requires their use. These templates were negotiated to standardize specific legal clauses. "Terms of Sale" (i.e., number of sleeping room nights, room rate, meeting space, concessions, etc.) will be negotiated by IEEE MCE on your behalf.