Meetings & Events Made Easy

By changing the way we plan and buy travel and meeting services, Electrolux can significantly reduce expenses while providing efficient booking options and enhanced services for our travelers and meeting arrangers.

To achieve this goal, we are proud to partner with Your Event Solutions (YES), an award-winning business travel management firm that will provide professional support for meetings, events and group air.

How to Request Services

Using a smartphone

1

Create Budget Estimate and Submit Request

Complete a budget estimate using the Budget Calculator Tool. This will be used to obtain spend approval from the appropriate manager. Then register your request by clicking on the link below. You will need to upload the budget estimate during this process. YES will contact you within two business days to review the details of your request.

2

SOW Approval

Following the needs assessment call, YES will send you a Statement of Work (SOW). Please forward the document to your DOA Approver for a signature.

Hotel Room

3

Sourcing & Negotiation

Within 3-5 days, YES will identify venues that meet your requirements and will send you details of the venues along with a high-level estimate of each. After you narrow down your venues to 2-3 properties, YES will negotiate rates and discounts, along with a more detailed cost estimate to aid you in a final decision.

4

Contract Approval

Once you decide on a venue, YES will negotiate optimal contract terms and send a final contract for your approval. This will need to be routed to the DOA Approver for a signature and returned to YES.

Shaking hands

5

Planning

If you’ve requested planning services, YES will work with you to coordinate the logistics of your program, including attendee registration, food and beverage, audio-visual, room sets, group air requirements, etc.

6

Reconcile Final Bill

Post-program, YES will review the final bill to ensure all negotiated discounts have been applied, quality check for accuracy, and record your final spend. Then YES will send you a report, highlighting your spend and savings

Woman working

YES Services

Click on each service to learn more.

Site Search & Contract Negotiation

YES will search for viable sites to hold your event, considering such factors as past event history, preferred dates, desired ambiance, anticipated event timing, planned Food & Beverage, and more. After reviewing choices with you, if a site visit is needed, YES will assist in scheduling a one-day site visit to potential properties to ensure that the facility addresses all critical factors for conference success. YES will then negotiate the hotel contract covering the use of space for move in, set up, storage, educational and social activities and move out.

Full Service Event Planning

YES will work with you to develop project plans, timelines and budgets, helping you develop a timetable of due dates, responsibilities and deadlines for all conference-related action items. YES will provide progress reports to designated leadership on event preparations and other highlights, as well as coordinate and participate in formal meetings/conference calls with you and your team.

Budget Management

YES will consult on or prepare an overall budget for the event, making recommendations as necessary. They will place an emphasis on compliance with Electrolux’s procurement policies and cost containment efforts. Additionally, YES’s extensive buying power will be used to negotiate contracts on your behalf for vendor services (AV, printing, F&B, etc.) and supplies to secure the best price and quality.

Attendee Registration

YES provides two options for attendee registration, a self-service tool for simple meetings and a YES-managed tool for complex meetings. We will help you identify the appropriate registration platform to fit your conference needs.

Self-Service Tool – This tool is best for meetings with less than 100 rooms per night, and includes:

  • Single registration type
  • Guest options
  • Standard invitation
  • Email alerts
  • Standard reports
  • Event reminders

YES provides limited customer service support via phone or email for this option.

YES-Managed Tool – This tool can be used for any meeting and includes:

  • Custom content on website
  • Multiple registration types (attendee, speaker, sponsor, etc.)
  • Custom email invitations and notifications
  • Air and Hotel reservations
  • Custom reporting

YES provides full service customer support via phone or email for this option.

Venue & Vendor Management

YES will source and manage RFPs for best-value vendors and sub-contractor services required, including A/V, internet and technical requirements, food and beverage, printing, security, and signage. We will also coordinate all services and monitor onsite deliveries.

Food & Beverage Coordination

YES will arrange all catering, including coffee breaks, breakfasts, receptions, lunches, and dinners. We will also develop menus for food functions and social events in accordance with established budget parameters and special needs of conference participants.

Creative Services

YES will supervise the design and distribution of save-the-date announcements, invitations, website graphics, conference agenda and program. We will collect program content from speakers and your staff, suggest a format for the final printed program, assist in proofing material submitted from the different sources, design and print all items.

Onsite Support

YES will supervise the performance of the venue and all vendors during the conference and expedite immediate handling of any problems that may arise onsite. We will monitor sessions to ensure proper room sets and temperature, as well as serve as a coordination point for all conference personnel throughout the event.

Bill Reconciliation & Data Analysis

Following your conference, YES will prepare a meeting and financial summary for your review, participate in post-conference debriefing and provide “lessons learned” to provide a blueprint for enhancement of future conferences.

Ancillary Services

YES will coordinate all ancillary service needs such as audio visual equipment, event production, event apps, social media, etc.

Group Air

YES will coordinate group air rates for all staff and attendees, using our vast buying power to secure reduced rates on a variety of major carriers.

YES Glossary of Terms

General/Event Management:

Attendee Registration – Using the Cvent online event registration tool, YES will help manage and communicate with your invitees without the headache of paper forms and manual changes. We will also build a fully branded registration website dynamic enough to offer session options and automated wait lists.

Attendee Management – YES will assist you in communicating all details of the meeting to attendees and ensuring all attendees are registered for the meetings.  This can be a component of attendee web registration or a standalone part of planning for the event.

Availability Report – A report provided by YES detailing hotel/venue bids for your event, showing date availability, rates offered, hotel information, etc.

Contract Negotiation – Once you narrow down your top selections, YES leverage their multi-billion dollar spend to negotiate room rates and event discounts to reduce your bottom line.  After negotiating optimal contract terms, YES facilitates the contract signature process with all respective parties.

Contract Review – The process of reviewing a hotel or other vender contract to ensure best possible terms and conditions are present. On the Meeting Request Form, this pertains to asking YES to conduct only a contract review and no hotel/venue sourcing.

Electrolux Meeting Portal – This website which includes information on the Electrolux meeting support process, general information about YES services and pricing, and a link to the Meeting Request Form (MRF).

Ground Transportation – YES can manage ground transfers for event attendees (individual or group transportation support available using taxi service, private car, van, bus, etc.).

Meeting Planning Support – Support can include menu planning, meeting room set design, attendee registration, audio/visual, décor, vendor sourcing and management, and any other logistical details. Planning support begins after a venue contract is finalized. YES will schedule regular calls with you to coordinate all details of your program. Post-event, YES will provide detailed analysis of the meeting spend and cost savings.

Meeting Request Form (MRF) – Online form used to initiate YES service support for your event. Electrolux MRF

Needs Assessment – YES will contact you within 2 business days to review the details of your request submitted via the Meeting Request Form (MRF) to ensure we understand the needs, requirements, goals, and objectives of your event. The needs assessment is followed by submission of a Statement of Work (SOW) outlining the agreed upon services and pricing.

Onsite Meeting Management – YES understands the importance of flawless event execution and can send onsite staff to manage every detail, be your back up, or focus on fast-paced problem solving. We can act as your meeting lead or simply be there to supplement your own team.

Pricing Guide – Contracted rates provided by YES in support of Electrolux meetings. Make sure to factor these into the budget for your meeting.

Room Block Management – YES will help manage room block attrition and work closely with the hotel to ensure your attendees are booked for the correct dates and in the appropriate room types. YES will also make certain the hotel meets their contractual obligations, allowing you to focus on other important details.

Statement of Work (SOW) – The SOW is a contract outlining services and pricing details agreed upon for an individual meeting/event.

YES – Your Event Solutions abbreviation.

Venue Sourcing – Also known as “sourcing” this is the process of sending out a Request for Proposal (RFP) to appropriate hotels or meeting venues and gathering bid responses into an availability report.  Sourcing usually includes contract management process (negotiating the contract to finalizing counter-signature). YES will create an RFP in Cvent to identify hotel properties that meet your requirements for hotel rooms, amenities, and meeting space. Within 3-5 business days we will send you an availability report with rates and costs from the hotel, as well as schedule time to review and give recommendations.

Event Planning:

Meeting or Event – YES supports any meeting or event for Electrolux.  Industry standard for hotel contracts are for events of 10 or more attendees, hotel rooms, and/or flights to the same destination. Small meetings and events are under 10 people can be supported through our “self-help” option (see link on the Electrolux meeting website) or our VIP hotel sourcing desk. Please see Electrolux Meeting Policy for further definition of supported meetings and events (complex meetings and simple meetings).

Meeting Planning Guide – Information summarizing YES processes for supporting your events. This information can be found on the Electrolux meeting portal along with the pricing guide.

Reconciliation – YES will review the final bill after your event to ensure all negotiated discounts have been applied, quality check for accuracy, and record your final spend. YES will then send a report outlining total spend and savings for the event.

Room Block – The contracted reservation of a group of hotels rooms (10 or more rooms per night is the hotel industry standard definition of a group).

Site Inspection or Site Visit – Tour and inspection of a potential hotel, venue or destination being considered as an option for your event.  We will arrange site inspection visits for you or conduct one on your behalf.

Group Air:

Blocked Space – The option to block tickets on same flight for 10 or more travelers from same origin traveling to the same destination.

Group Air Support – YES offers support for group air (10 or more tickets from any origin traveling to the same destination) through a dedicated team of group air agents adept at managing group air and negotiating with airlines. Group air options include blocked space, chartered flights, individual group air reservations supported by phone, email or traveler list spreadsheet, communication with our group agent team or individual flights via Concur.

Itinerary – Another word for a schedule, agenda, or program. A detailed event itinerary can be created for attendees or team briefings to outline the flow of the event. Pertaining to group air, an itinerary details flights information for a passenger(s).

Technology:

Cvent – An online platform used by YES for hotel/venue sourcing, budgeting, reporting.

Gamification – The use of elements of game playing to encourage attendees to interact with each other, a product, a sponsor, an exhibitor, or a destination. Games are used to motivate attendees to achieve a goal.

Meeting Apps – A phone application that is downloaded onto the mobile device of the attendee.  There are hundreds of event related apps on the market. There are gamification apps, registration, engagement, and content apps.

Web Registration – See Attendee Registration.

Contracting:

Addendum – An agreed-upon addition to the original contract signed by all parties that details the specific terms, clauses, sections, and definitions to be changed in the original contract but otherwise leaves it in full force and effect.  YES will ensure each hotel contract includes the recommended Electrolux addendum to help mitigate risk.

Attrition – A measure of how many actual attendees or occupied guest rooms, calculated by dividing the number of no-shows by total number of rooms picked up for the event. In the meeting industry, most contracts include an attrition clause for the guest room block, with 20% being the standard attrition allowable without penalty. This means the contracting entity is financially obligated for 80% of the guest room block regardless of how many reservations are actualized. Attrition is an important clause that YES will negotiate for you when managing sourcing and contracting for your event.

Banquet Event Order (BEO)  A document detailing instructions, menu, set-up, audio visual, and a timeline for how the event will be run; also called a Function or Event Order. This is a separate document for each individual function in your event (breakfast, coffee break, lunch, dinner, etc.) and must be signed by the contracting entity.

Cancellation Clause – A contract clause that details the terms and conditions under which a company may cancel or terminate the agreement or reservation, and outlines damages to be paid to the non-canceling party if a cancellation occurs. Cancellation is an important clause that YES will negotiate for when managing sourcing and contracting for your event.

Concessions – Special considerations for volume purchases of guest rooms, meeting space, or other services. This can include complimentary guest rooms, upgrade to a higher category of room, discounts, waived fees, rebates, and more.

Cutoff Date – A reference to the hotel guest room block. This is the date in advance of the meeting until which the hotel is legally obligated to hold rooms on behalf of the group at the group rate. Once the cutoff date passes, the hotel can release rooms for general sale. Typically that date is 30 days in advance of the event.

Food & Beverage Guarantee – The confirmed number of meals or servings you will be paying for whether those resources are used at your event.  Venues typically require a 72-hour guarantee prior to the event.

Food & Beverage Minimum – A minimum catering revenue in the contract required by the venue.  The minimum Food & Beverage spend must be met regardless of the number of attendees that actualize. If the minimum is not met, there may also be additional charges or loss of concessions tied to this or other contractual obligations.

Force Majeure Clause – A contract provision that allows a party to suspend or terminate the contract with no damages when certain circumstances beyond their control arise, making it inadvisable, impracticable, illegal, or impossible to hold the event. These circumstances will be outlined in the clause and include events such as a natural disaster or other ‘Acts of God’.

Indemnification – A contractual transfer of risk between two contractual parties to prevent loss or compensate for a loss which may occur as a result of a specified event. YES will always strive for an indemnification clause that protects your company.

No-Show – An expected guest (i.e. delegate, hotel guest, attendee) who does not attend and hasn’t advised the organizer or hotel of a planned absence or delay.

Room Block – A contracted number of sleeping rooms from a hotels inventory that are reserved for a group over specific dates. The room block rate is no longer available after the cutoff date.

Program Benefits

YES Project Managers are an extension of our team, understand our internal process, and will guide you through each step.

YES will develop preferred suppliers to build stronger relationships and negotiate larger discounts.

YES project managers are global planning experts who have your best interest at the center of every decision.

YES provides a designated group air agent for all your air travel needs.

YES will save you money by leveraging our multi-billion dollar spend to your advantage.

YES will document details of each program making it easier to replicate events in the future.