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* A conference services planning organization, like CONCENTRA, has significant experience in contract details that volunteer planners would unlikely have.
* Venue negotiation takes a significant amount of time. Total of nearly four (5) months of visits, informational calls, and negotiations.
* Hotel block negotiations are valuable, especially in the fine print of cancellation clauses, re-selling of unsold rooms, penalties of underselling, and scheduled kickbacks at certain increments. '''Registration'''* The venue of C4L2014 could hold 350 people* To ensure registration Presenters, Preconference Organizers, and Sponsors (Platinum, Gold, and Table), initial registration was capped at 325. This filled in approximately 48 hours.* Demand for Code4Lib 2014 was 420 based on registrations and wait list. * Local registrations by the hosting libraries (Duke, NCSU, UNC) was 41 registrations.* CONCENTRA's registration system had some technical limitations as to data input and flow, but CONCENTRA handled all processing with little assistance by volunteers.
'''Sponsorships'''
'''Food and Beverage'''
* Coffee in unlimited quantities is valued more highly than food at breaks.
* Using negotiation to buy "off menu" will save money.
'''Pre-Conferences'''
