Meetings

Recently opened, The Westin Washington Dulles Airport is the crown jewel of Dulles Corner. Just one mile from Dulles International Airport and fewer than 30 minutes from the nation's capital, The Westin is perfectly located for business and leisure travelers alike.

The 314-room DC hotel boasts 14,000 square feet of flexible event space. Host an off-site meeting in its Executive Boardroom or a cocktail reception in the grand 8,000-square-foot ballroom. No matter what DC meeting space you choose, the Westin's facilities are equipped with sophisticated decor and state-of-the-art audio-visual and communications technology.

Just in time for your next event, The Westin Washington Dulles Airport is offering a great DC hotel deal. Meeting planners can enjoy the Add More Value promotion, which includes:

• 4 percent credit to master
• One complimentary room for every 25 booked
• One complimentary ticket for every 25 booked and special group rates with American Airlines
• 2,500 Starpoints signing bonus for every 25 room nights, up to 100,000 Starpoints

Book by December 31, 2009, to enjoy this great DC promotion.

View more information about The Westin Washington Dulles Airport on the Cvent Supplier Network

As every party planner knows, until the drinks start flowing, the usual office or corporate holiday party can be a little stiff. With (hopefully) most of your associates on their best behavior, and a few plotting a quick and discreet exit, introducing some fun to the mix is essential to get your party started, and to keep it going.

To do that, we'd suggest picking an activity that encourages interaction across departmental and hierarchical lines. The easiest way? Host a holiday bowling party instead of the same old wine-and-cheese soiree!

New York City now has an excellent selection of bowling venues to choose from. A far cry from the flood-lit retro lanes of The Big Lebowsky or Happy Days, today's bowling alleys are more like lounge-style night clubs, decked out with banquettes, low lighting, comfortable couches, candles, elegant cocktails and restaurant caliber fare for all. So if it's a holiday party for the entire company or just a small gathering with more friends than can fit in your living room, consider an ice-breaking evening on the lanes at one of these unique New York venues for bowling:

Lucky Strike Lanes

Bowlmor Lanes & Strike

Leisure Time

300 NY Bowling

Browse over 1,000 other New York special event facilities on the Cvent Supplier Network

Thousands of planners have discovered that the Cvent Supplier Network is a fantastic resource to research meeting venues, whether they’re looking for a venue locally, nationwide, or even globally. But what many planners don’t know is that sending a Request for Proposal (RFP) through the network can equate to major savings for their clients or organization. Did I mention that this service is completely free of cost? Listed below are five cost-saving reasons to send an RFP through the Cvent Supplier Network:

1. Save Time

You may be thinking, “I already have a system in place to source venues for my events, and it works just fine for me.  Why should I invest time in learning a brand new process?” The answer to that question is quite simple—because it will save you much more time in the long run! Do you re-write an RFP for every meeting that you plan? Chances are, if you’re holding an event this year that you have held in previous years, your requirements for a venue probably aren’t going to change much. With the Cvent Supplier Network, you can replicate your previous RFPs and quickly update any changes to send it out year after year. Then, you’ll have a record of all the venues you’ve considered over the years and all of their quotes, easily accessible from your Cvent account.

Maybe your current system doesn’t involve writing RFPs at all, but rather, you research venues on the internet and call the properties directly.  But how long does it take you to Google all the potential venues in an area, confirm that they have the meeting space that you need, find their contact information, wait on hold while the front desk transfers you to the Sales office, relay all the information about your meeting, wait to get emailed back pricing…? You get the picture. Multiply that process by 8-10 properties to make sure you’re getting the best deal, and your days are easily consumed just sourcing your event—not to mention all the planning that comes after! Fortunately, Cvent has a team of representatives called the Supplier Response team who are entirely dedicated to getting your bids back from venues quickly when you send out an RFP. They make all the phone calls and explain your meeting details directly to the venues so you don’t have to do all the heavy lifting. The Supplier Response team also ensures that venues respond to your RFP through the Cvent system in a timely manner so that you can compare your bids side-by-side, all in one place.

2. Gain Negotiating Power

Another reason you might be skeptical of sending an RFP is because you already know the venue where you want to hold your event, or you’ve held it at that location before.  But are you sure that you’re getting the best rate at your stand-by property? What if another property could better suit your needs? On Monday, I wrote a post on how to negotiate better deals by sending an RFP on the Supplier Network. Knowing what else is out there is extremely important, even if you’re sourcing an event locally, because if you have bids from competing properties, you can better negotiate down the rates at your preferred venue. In this economy, several venues have had to significantly change their pricing, and sending an RFP is a quick way to check what the going rate is in an area. You might even find that a venue has an enticing promotion that you just can’t turn down!

3. Build on Existing Relationships

Perhaps you’ve already done your time on hold, waiting to be connected to the correct contact at a venue, and since then you have actually built a rapport with that person.  That’s great! In the meetings and events industry, relationships are extremely important (and they can even help you snag better rates).  With Cvent’s functionality, you can send your RFPs directly to your personal contacts at a venue to ensure that your RFP falls in the right hands. You get all the benefits of having your RFP details and meeting history stored in your Cvent account, plus you get the credit for sending business to your go-to supplier!

4. Leverage National or Global Sales Contacts

What if your contacts aren’t at an individual property but you rely on National or Global Sales contacts at major hotel chains? Cvent has you covered! On the Cvent Supplier Network, you can take advantage of our NSO/GSO forwarding functionality, which allows you to send your RFPs to a National or Global Sales rep.  Then, the NSO or GSO can forward your RFP out through Cvent to its properties that fit your needs. Using this feature, you get all the cost-savings of using the NSO or GSO, plus benefits #1-3 above. 

5. Use a CVB’s Expertise

If your job entails planning meetings in destinations that you’re unfamiliar with, a Convention and Visitors Bureau (also known as a Destination Marketing Organization) can help. A CVB is a non-profit organization that represents a specific metropolitan area or city. Since CVBs are the experts on their respective destinations, using a CVB helps you save time and money because they know which venues in their area are best suited to your RFP.  CVBs also know which properties can offer you the best rates and promotions because they’re always looking for ways to make their city more competitive than the next.  On the Cvent Supplier Network, you can send your RFP to a CVB (or a few), and they can forward your RFP to the best properties in their city.  It’s as simple as searching a major metro area on the Supplier Network and filtering the “Venue Type” on the left hand side of the results screen by clicking “CVB.” Add the CVB to your RFP and launch. Voila! Just wait for the bids to start rolling in.

If you’re not even sure yet which cities to consider for your next meeting, check out the Cvent Destination Guide, which has information specifically geared towards meeting planners about destinations around the world. You can also see which destinations are most economical for your meetings by comparing average stats for each city on our Event Planning Comparison Chart.

Transportation in Atlanta is much different from that of NYC or Washington, DC. Public transportation - MARTA - doesn't go everywhere and taxi cabs can cost you an arm and a leg to get from one end of town to the other. A great solution to transportation hassles is to offer your clients a mobile event.

Atlanta VIP Ride invites you to host an event in their 40-passenger limo. This bus is not your high school band bus: it's complete with three wet bars, a 42-inch plasma TV & a restroom. Other "rides" include the 28-passenger corporate limo bus complete with leather seating, meeting/dining table and luggage storage space.

An event on the go like this is also a great solution for a last-minute event. Many of the unique venues in Atlanta are booked months or even years in advance. No need to stress when you take your event on the open road!

As an added bonus, your guests can make stops at Atlanta attractions such as the Georgia Aquarium, World of Coke and Centennial Olympic Park. Benefits for using party buses vary, but a money-saving, easy cleaning and all-in-one sightseeing package sits well with most visitors when they travel to Atlanta.

View more information about Atlanta VIP Ride and other transportion options in Atlanta on the Cvent Supplier Network

There are so many things to consider when planning your event and most people forget the details. You will need to decide if you need a dance floor, lighting, red carpet, portable restrooms or pipe and drape, for example. But the things you will definitely need if you are throwing your party in a private residence or other Los Angeles conference center are: trash receptacles, glassware, dinnerware, flatware, tables, chairs, serving trays, and linens.

With that said, Pico Party Rents and Classic Party Rentals are some really great companies that can provide the typical rentals you will need for your LA event.

However, if you would like to create magic in your Los Angeles conference facility or other LA venue, I would consider adding unique rentals including colored acrylic chairs, blown glassware, or lighted acrylic bars and tables. Whether you are creating a white wonderland or a cozy winter cottage, sofas, ottomans and wingback chairs in chocolate suede or white pattern leather can create the comfortably chic setting you are striving for.

Two great companies equipped with the real goods Town & Country Event Rentals and Fete Accompli Event Rentals.

Cvent Planner Insider Tip: Most rental companies will wave the delivery charge with a minimum purchase, so try to get everything you need in one place.

Find more event rental companies in Los Angeles on the Cvent Supplier Network.

According to BizBash New York, the majority of meeting planners are holding some kind of festivities this year. A recent reader poll found that 46 percent of respondents are already working on a holiday party, while 26 percent said they will have a party, but it will be a low-key affair in the office.

Meanwhile, 17 percent said no party decisions have been made yet. Only 11 percent of readers said their companies are not having a holiday event this year.

What's the attitude in your office is regarding holiday parties this year? If you're still on the fence, keep in mind that there are plenty of ways to have a budget-friendly event this year—just check out some of my recent tips:

• 4 Ways to Save on Drink Costs at Your Holiday Party

• Use the Holiday Party as a Chance to Give Back

• How to Plan Holiday Events without Breaking Budget

Tis the season for Chicago corporate photography professionals. Event planners around the city are getting ready to throw lavish parties in preparation for the holiday season. From corporate employee holiday parties at local restaurants to New Year's celebrations at hotel banquet halls, Chicago event photographers will be busy this season!

In order to capture these holiday memories, event planners around the Windy City are in search of the best candid and portrait photographers. With many well-known media companies as well as independent photographers, Chicago has a plethora of options, all guaranteed to capture the best moments of these important evenings.

Check out some of these great event photographers in Chicago:

EventGallery LLC
All Events Photography
Edward Fox Photography
Fred Fox Studios
Megan Szabo Photography Studio
Photogenic, Inc.
Stuart Rodgers Photography

To find more event photographers in Chicago, visit the Cvent Supplier Network.

When most planners think of New York City, the venues that come to mind tend to be the classic larger-scale meetings and conference venues. But where should a planner look when the meeting they're arranging is on the smaller side or warrants a more intimate space? Well, we suggest having a look at Manhattan's Upper West Side, where hotel rooms and meeting spaces abound, as long as you're prepared to think outside the mid-town box.

Bounded by Central Park and the Hudson River, the elegant architecture, tree-lined streets and neighborhood feel of the Upper West Side make it one of the city's most desirable neighborhoods. It's also an excellent location for intimate New York events such as weddings, executive seminars and off-sites. Among our favorites? Our list, from south to north is below.

A word to the wise: if you're planning a meeting for this February, get your bookings in early. These hotels are likely to  fill up with migrating fashionistas when Fashion Week moves from Bryant Park to its new home at Lincoln Center.

The Hudson Hotel
Just across the street from the Shops at Columbus Circle, this New York hotel offers boutique hotel elegance, with a hip, modern look, and NYC meeting rooms that are perfect for small-to-medium sized groups.

The Empire Hotel
Overlooking Lincoln Center, the oh-so-chic Empire Hotel in New York has lovely sleeping rooms as well as several meeting facilities for medium-sized groups. A rooftop lounge with fabulous views can be rented for private functions.

OTA/ On The Avenue Hotel
Just off Broadway on 77th, three blocks from the ever-popular Zabar's and two blocks from the Museum of Natural History, The OTA is a great spot for small groups in search of New York boutique hotel style at a reasonable price. For the foodies in your group, the highly regarded West Branch is right downstairs, and their food is absolutely delicious (trust us, we're regulars!), as are the apple martinis.

Find more meeting hotels in New York on Cvent's New York venue directory.

Within the many hotels in the downtown Chicago area, travelers have their choice when picking the right property for them. What some people may not know, though, is that Chicago hotels are home to many fine dining restaurants. Many of these Chicago restaurants are considered the hottest spots to see and be seen and should not be missed!

The hotel properties listed below house some of the best restaurants in Chicago. These properties are great for welcome receptions, cocktail hours following a long day in meeting rooms or just for elegant private dinners. Although most planners overlook the restaurants in hotel properties, for shorter trips to Chicago, these can be great Chicago banquet facilities to entertain clients or co-workers.

The Palmer House Hilton - Lockwood Restaurant
Located in the Palmer House Hilton, this Chicago private dining facility was rated in the top 10 best restaurants by Chicago Tribune in 2008. Lockwood's chef has created a wide variety of upscale menus for breakfast, lunch, afternoon tea, pre-fixed, tastings, dinner and more! Menu includes items include Hawaiian bass and lobster and lamb loin in a fig mint marinade.

Park Hyatt Chicago - NoMi
NoMi is French cuisine with a "global flair." Its menu includes small bites or a full course meal, with options to please any guest. NoMi's wine cellar is a popular Chicago party venue to host small receptions or networking events for larger meetings.

The Fairmont Chicago - Aria
Aria's culinary team creates a very ethnic menu. The team is from Thailand, Korea, China and Japan, as well as a few Chicago locals and a member from the South. This cultivation of cooking styles creates a flavorful menu with items like BBQ duck chow mein.

The Swissotel - The Palm
The Palm is a well-known, traditional steakhouse in Chicago. It's unique in a sense that they offer a "Business Lunch" menu that includes tenderloin medallions and fresh fish. These menu options make it simple to coordinate business lunches following daily meetings.

To learn more about hotel properties in Chicago, or their in-house restaurants, please visit the Cvent Supplier Network.

I've been seeing more and more articles that point to a recovery in the meetings industry. Check out this quick recap:

• HOTELS interviewed David C. Marr, senior vice president of brand management in North America for Starwood Hotels & Resorts, on the chain's outlook for 2010. "If I had to sum it up, I’d say we’re in a better place today than we thought we’d be, with all signs pointing to a recovery, albeit a slow recovery. We saw our first signs of life this summer, with leisure travel coming back first, and occupancies at or near pre-crisis levels...As business continues to stabilize and improve, we’ll see more meetings booked in the year for the year."

• A recent survey by ICCA and IMEX asked association meetings executives about this year's events, and more than half reported a steady increase in attendance. In regards to what they see ahead for their 2010 events, only 16 percent predicted a decline in attendance while 39 percent were optimistic about seeing more delegates next year.

• The U.S. Travel Association has announced a projected increase in 2010 leisure travel by two percent, business travel by 2.5 percent, and international inbound travel by three percent. As a result, the industry will add nearly 90,000 American jobs.

For some who travel to Atlanta for extensive week long seminars or draining conferences, there should always be time for rest and relaxation. Not only will it increase your guests' attention span at meetings and events, but it also boasts their health and overall well-being. There are several venues both in Atlanta and just a short drive away where attendees - and even event planners themselves - can enjoy some R&R.

The Georgia Bulldogs are not the only highlight of Athens, Georgia. The Foundry Park Inn & Spa, located in downtown Athens, is the intersection of serenity and southern hospitality. With over 12,000 square feet of special event space, this venue is perfect for those who work hard and play hard. The full-service retreat includes spa body treatments, home inspired accommodations and a state-of-the-art fitness center. 

If your clients enjoy the bright lights of Atlanta but prefer a secluded destination, a hour's drive south the city will bring you to The Lodge and Spa at Callaway Gardens. Recently listed as the first US Green Building Council LEED-certified business conference center in the world, this is not only a retreat for yourself but for mother earth as well. The spa invites guests to unwind in relaxation lounges, saunas and steam rooms.

No time to leave the city, but still want to feel refreshed? In lieu of breakfast room service, at Atlanta's Hotel Palomar, treat your guests to an early morning selection from the spa menu. No need to leave the suite, luxury comes to you in the form of various organic massage and body treatments.

When it comes to giving your meeting attendees a break from the boardroom, or even for incentive travel, Atlanta meeting planners should certainly consider these relaxing retreats.

View more information about Fondry Park, Callaway Gardens, Hotel Palomar Atlanta Midtown and other unique Atlanta venues on the Cvent Supplier Network

Cvent will be attending EIBTM in Barcelona, Spain, next month! The exhibition, held December 1-3, is one of the six global exhibitions that serve the meetings industry marketplace. Held annually, EIBTM’s show is expected to see over 8,000 attendees from various industries, of which almost half are qualified hosted buyers. Last year’s event saw a little over 8,100 attendees from 92 countries.

In addition to educational seminars held throughout the day, the main focus of the event is the exhibition. This year's expo floor will feature over 3,000 international suppliers from over 100 countries worldwide.  Exhibitors include top international destinations and hotels as well as in-demand products and services. Visit Cvent at stand #P205 during this three-day exhibition.

Members of Cvent's Senior Management team and several senior sales executives will be in attendance at EIBTM. If you would like to set up a private meeting during this tradeshow, please email Julia Sheffield, Sales Executive, Supplier Network, at jsheffield@cvent.com. For more information on Cvent, please visit www.cvent.com.

We look forward to seeing you there!

There are several staffing options for your gathering, and the decision greatly depends on the Los Angeles conference center, restaurant or other opulent venue chosen. For instance, if your gathering is at a private residence, you may not need security. And if your event is at a restaurant or hotel, you will not need to hire a cleaning crew or service staff. 

However, if your holiday party is at a gallery or other Los Angeles conference facility that you need to transform, you will need to consider hiring event staff including: Servers/Tray Passers, Bartenders/Barbacks, Roaming Security/Front Door Manager, and Cleaning Crew.

Plenty of conference centers and other special event venues include staff. But if not, here are a few of my favorite special event staffing companies:
The Party Staff
Argyle Event Staffing
Pacwest Security Services

Check back tomorrow for event rental suggestions for your holiday soiree!

Cvent Planner Insider Tip: Remember to make your support staff an extension of your event. They usually have several uniform options, so utilize these to set the mood and theme of your LA event.

Las Vegas continues to position itself as the best culinary destination in the world. Presenting the best and brightest chefs, vintners, and restaurateurs from all different backgrounds, Las Vegas unites legacies with remarkable newcomers on the global culinary scene.  

ARIA at CityCenter is slated to open December 16, 2009, and will feature Masayoshi Takayama, the world-renowned chef of the famed Masa in New York City, and Shawn McClain, celebrated executive chef and partner at three of Chicago’s top restaurants. Famed chef Michael Mina, who conceived and manages MGM Grand’s Nobhill and Seablue establishments, will also be on the menu at CityCenter with his American Fish restaurant.

In addition to these news Vegas restaurants, planners and tourists can also look ahead to Vegas Uncork’d. This 4th annual food and wine festival presented by Bon Appetit magazine has been scheduled for May 6-9, 2010. Sources tell me that this spring will feature a full plate of activities including the return of the Celebrity Chef Blackjack Tournament, the Grand Tasting at Caesars Palace, plus a whole slew of new surprises on the expanded schedule.

Las Vegas event planners are fortunate to have these culinary resources at their disposal, so make sure to take advantage at your next event!

December is coming and the chanting of "Sunday! Sunday! Sunday!"is getting more and more intense with each passed yard. For sports fanatics in the Orlando area, this time of year means fantasy frenzy and football parties.

Orlando, a huge tourist destination, has a lot of draw for professional fans as well as players. Luckily, the city has plenty of event venues to accommodate sports-themed events of any size. If you are looking to throw an O-town tailgating party, the Orlando party venues are close to limitless.

Consider these two top Orlando restaurants for your next affair:

TGI Friday's Front Row

This multi-level sports bar is a great Orlando dining facility, offering over 150 televisions airing sporting events from around the country. Friday's friendly team is ready and willing to make your tailgating event or cocktail hour a themed and highly enjoyable one.

ESPN Zone

Just outside of Orlando, ESPN Zone is unique Orlando venue is a sporting fanatic's dream. Complete with games and memorabilia in the open gaming arena, this casual dining destination at Disney's Boardwalk is sure to be a great place for young and old to gather for luncheons, casual receptions and more.

Find more special event facilities in Orlando on the Cvent Supplier Network.

Need information about implementing a Strategic Meetings Management Program? Are you looking for tips on negotiating contracts? Or maybe you just need to check out the latest food & beverage trends for events? MeetingsNet is the perfect resource!

MeetingsNet’s websites and magazines are conducting their annual subscription drive and invite all professionals with meeting planning responsibility to sign up for free subscriptions to Corporate Meetings & Incentives (now including Financial & Insurance Meetings), Association Meetings, and Medical Meetings. Religious meeting planners can get more information about obtaining a subscription to Religious Conference Manager.

MeetingsNet also publishes the popular MeetingsNet Extra, delivered every Tuesday to your inbox with newsbreaking stories, and MeetingsNet Tech Extra, a monthly newsletter that takes the mystery out of meeting technologies. It just takes a few minutes, and planners have the option of signing up for digital or mail delivery.

Visit MeetingsNet to subscribe today!

Pictures hold two key benefits for third-party planners. First, photos are an opportunity to prove that they can create successful events. Whether they are posed or candid, photos can be the deciding factor in whether or not you book your next event. Second, often times attendees who forget their camera will still want memories of how the event transpired - and they'll expect you to provide them.

Selecting an event photographer is a challenging task. Without proper knowledge of photographic elements, lighting or even the basic skills of your photographer, you run the risk of having a great event with mediocre pictures.

Be sure your photographers have everything they will need for excellent pictures. Check out their online portfolios, inquire about their photography equipment, and confirm their guest count (some photographers bring assistants). Have an area for guests to take posed photos that is clear of wires, AV equipment and, most of all, people.

Atlanta photographers Atlpics and Sandra Rose have made a name for themselves in the Atlanta event sector by posting event photos online. This is a benefit to both your guests and your brand recognition. It will only guests to see everyone that attended as well as preserve memories of the event. For your benefit, the photos will create a buzz about your event planning talents and possibly gain potential clients that may have never thought about hiring you.

All in all, remember that seeing is believing. You want your prospective clients to believe that you can create eye-catching events!

Find more information about Atlanta photographers on the Cvent Supplier Network.

The air is filled with the sound of the Christmas holiday season. It seems as if Halloween just passed, and already Christmas is right around the corner. Didn't we forget a valuable, yet less emphasized, holiday?

Thanksgiving is a great time to attend an event in Orlando; after all, we have a lot to be thankful for in our backyard. All around Orlando, there are special events designed to bring people in the the city together.

One of the area restaurants that fosters Orlando camaraderie is Dandelion Communitea Cafe. Dandelion is a largely organic-based Orlando restaurant that infuses free thinking and bohemian style in every aspect of the quaint house-turned-restaurant. From the vegan-inspired 'meat" dish of the day to the belly dancers that are invited in for special occasions, this eatery has inspired many great talks and salons; it even hosts monthly drum circles that come with the full moon.

Enjoying a Thanksgiving week event here seems to be a natural choice for gatherings of family or friends. On Thanksgiving Eve, Orlando guests can attend the Listen to: Front Porch on WPRK 91.5 Special Family Talk event, held from noon to 1 PM. This weekly Orlando event features different guest making a difference locally. On the Turkey Day event agenda are Astrology, Palm, Tarot and Angel Card Readings, held from 11 AM to 2 PM.

Is appearance everything? You'd think attendees should be focused on the content of an event, and while they do, the truth is that they form a first impression based on the "look of the place" when they walk into a venue.

And with tight budgets, most planners can't decorate with fine china or crystal, the best linens, fancy silverware, or intricate centerpieces to "wow" the crowd. But even without these indulgences, events can still appear elaborate - at a fraction of the cost!

Maybe you really can't stand the bland, white table linens that hotels usually provide. Resist the urge to order custom colored ones! Instead, ask the staff for different color options, as most venues keep stock of these and will provide them at your request.

Don't waste money on flower arrangements when you can swap them with tiered food trays. Floral packages can add up to thousands of dollars and are only there to look at before they wilt away. Trays, on the other hand, can hold beautiful arrays of cheeses, fruits, desserts, etc. Although food can't be saved and used again, at least it will be gobbled up and will serve to satisfy your attendees' hunger.

Pass on the program. It's typical for guests to skim through a printed program and then leave it on a table or trash it, which means your money goes right down the drain. First, reassess the information you're putting in them to decide if it's even a high priority. If you do think everything in there is necessary, try to use another form of media or equipment that's already up and running to display the information.

With the peak buying season for consumers right around the corner, the big trade show season is close to follow...

One smart move is to plan shows within close proximity. You cut higher transportation costs if you can move all needed materials a distance that requires only using personal vehicles or renting a small truck (if you need to carry a lot).

Whether you draw hundreds or thousands of attendees, name badges are necessary for all. To save on this budget item, simply print ones that don't require pricey holders.

Instead of ordering custom booth, you're wallet is better off renting displays and booths. Both custom and rented serve the same purpose and get the job done, and you can decorate later to brand your space any way you want.

Purchase items in larger quantities to reap long-run savings. Many Cvent clients attend or plan multiple shows throughout any given year, and they find that it's less of a hassle if they don't have to place separate orders each time an event pops up on the calendar.