At Connect North in Kansas City, seasoned professional Carla Wheeler, meeting broker for Meetings Made Easy, took the main stage to share her expertise on negotiating contracts—skills she's honed over an impressive 15-year career.  

Back story: Some of Wheeler’s top clients have included tech, insurance, and sports marketing firms from across the U.S., so she is familiar with negotiating tough entertainment contracts. During her career, Wheeler she has earned Top Producer awards by Marriott Hotels and Four Seasons Hotels, along with several Presidents Awards during her nine years with HelmsBriscoe. She also does full-service planning for MTI Events, an incentive travel company based in Overland Park, KS.    

Context: Held Jan. 27-29 at the Marriott Downtown Kansas City, Connect North featured education sessions with industry experts, hosted buyer appointments for event planners and suppliers, city tours to local breweries, distilleries and hotels, an opening reception at the Kansas City Zoo & Aquarium, and more.  

Related: Inside Arrowhead With Kansas City Chiefs Director Of Events Jacquelyn Carroll 

Here are 10 key takeaways for event planners from Wheeler’s presentation: 

1. The Dual Perspective: Wheeler emphasized the importance of her dual role, stating, "One, I'm advocating for my clients. And then other times, I am the client." This duality offers a comprehensive perspective on client and planner relationships, she said. 

2. Passion for Details: Quoting one of her favorite sayings, Wheeler noted, "To create something exceptional, your mindset must be relentlessly focused on the smallest details." Importance is placed on understanding client needs and maintaining meticulous attention to detail, especially when changes occur, such as a sudden shift in location from Texas to Arizona. 

3. RFPs: "The first step in planning a successful meeting is to have your RFP in place," she said. A thoroughly crafted Request for Proposal (RFP) is pivotal. Incomplete or vague RFPs can harm credibility and make it challenging for hotels to provide accurate bids. 

4. Education and Flexibility: Sharing a past experience, Wheeler explained the necessity of educating clients on realistic expectations: "We absolutely can go to New York in May, but you're going to be looking at $400 (per night for a hotel)." Realism and awareness of budget constraints help in setting feasible goals and exploring alternative destinations. 

5. Negotiating Hotel Contracts: According to Wheeler, transparency is key: “Having that real-time conversation with your hotel salespeople has gotten me much further over the years than any of the cat and mouse games.” This transparency aids in understanding mutual needs and reaching satisfactory agreements. 

6. AV and Food & Beverage Strategies: Highlighting budget-conscious participation, Wheeler suggested, “Ask for those costs before you sign the hotel contract.” Understanding AV bids and negotiating food and beverage costs upfront can prevent future obstacles and ensure smoother proceedings. 

7. Tailored Concessions: Personalized concessions are more effective than generic requests. For example, do you require suites for an executive team? Wheeler said, "Knowing your client and knowing what to ask for is so important, so you can have that conversation with your hotel sales rep with transparency." Customized negotiation points can yield better results and satisfaction for all parties involved. 

8. Working with CVBs and DMCs: For additional support, Wheeler encouraged collaboration with convention and visitors bureaus (CVBs) and destination management companies (DMCs). "You're leaving money on the table for yourself and the client" if not engaging these partners, she said. They offer unique insights and can enhance destination appeal and logistics. 

9. Navigating Offsite Venues: Wheeler suggested paying particular attention to offsite contracts, stating that different variables such as "load in load out time, decor limitations, and staffing ratio" must be thoroughly understood to avoid unexpected issues and costs. For example, expect for events to be charged for cleanup if they have confetti. 

10. Value Communication and Transparency: Wheeler’s closing words focused on building open relationships: "It's having that conversation, communicating with suppliers, and being very blunt and honest about your needs." 

Looking ahead 

Connect New York City will be held Feb. 19-21 at the New York Marriott Marquis. Speakers and session topics include: 

• Designing Experiences That Engage Attendees and Deliver Value to Sponsors, presented by Lawrence Dvorchik, Global Head of Value Creation & Strategy at PEI 

• Accessibility in Action: Designing Inclusive Events for Everyone, presented by Kyle Shearer, Director of Event Operations at TED 

• The Experiential Evolution: 2025 Event Trends from Brands and Agencies, presented by Erica Taylor Haskins, Co-Founder & Chief Relationship Officer, Tinsel Experiential Design, and Victoria Gutowski, Senior Event Manager, Commercial & Money Movement Solutions, Visa