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Business Events, Seminars, Meetings and Conferences
This page can be used to introduce your Business Events Services
and to link to supporting pages with forms, photos and customer comments! At the
end of this page, we provided a
Business Events Checklist. |
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Headline about your services for
arranging and booking Business Events, Meetings, Conferences and
Seminars!
Give some interesting details about what makes YOUR
Business Events Services better than your competitors' services...!
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Provide links to pages with different hotels and conference facilities.
If possible, you should also link to a page or two with photos of other
Business Group events you've arranged.
Link to the
Destination/Trip Details page for events and meetings... OR, have
them call you direct for more information!
We have also provided a special form for each participant to use in
confirming their attendance! |
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Here's a useful checklist for planning Business Events... |
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Determine date and time and alternative
date and time. |
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Will food and beverage be served? |
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Is an event space required?
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How many registration stations do you have?
Can more be added? Is there satellite registration? |
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Ask about parking. Is
transportation available to/from airport? |
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Let property know of
accessibility special needs for guests' rooms, public areas or
function rooms. |
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In the planning process, let
the hotel know if you have different contacts for meals,
registration, etc. |
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What are the advance deposit
and payment schedules? |
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Who will be authorized to make
changes for the group that would involve extra costs from the
hotel? |
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Ensure hotel is fully aware of
the delivery and collection times planned by all
purveyors/outside vendors. |
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Determine the amount and type of event
space that is needed. |
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Is the meeting room to be separated from
adjoining rooms? Will you need solid walls, sliding panel or air
walls? |
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Select the kind of seating arrangement?
(Reception, Theatre, U shape, Classroom, Conference, Banquet and
Hollow Square). |
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Determine order of
program/activities/agenda. |
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Determine the duration of each event. |
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Determine what type of A/V equipment is
required for your event. |
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Prepare two lists for the seating plan —
one in alphabetical order and one in order by table number.
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Is space required for entertainment, a
band, etc.? |
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Will a dance floor or staging be needed?
Head tables needs? |
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Private Interview/Exhibit space? |
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Is extensive set-up or teardown time
required for any elements of the events? |
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Determine the number of people to be served
at each event. |
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Determine menu/beverages. |
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Is a hospitality room needed? What are the
hotels outside food and beverage policies? What are the
liability insurance needs? |
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Are there different dietary requirements
for people attending the event that need to be addressed? |
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Determine what appetizers will be served,
if applicable. |
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Will receptions require a full bar or just
beer and wine? |
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Determine the food and beverage service
charges. |
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Work with the hotel sales person to create
meals within the budget. |
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What is the timeline for menu selections?
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Participant
Rooms:
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How many participant rooms? |
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What is the budgeted participant room rate?
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For which nights? Are these numbers an
estimate or exact? Provide history of group room usage to the
hotel. |
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Who is responsible for the payment of
participant rooms? |
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How will incidentals (phone calls, food,
etc.) be handled? |
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Determine if the attendees will make their
own reservations or if a Private Online Business Meeting Page,
with a private link/URL, will need to be set-up. |
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What is the breakdown number of singles,
doubles and suites? |
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Will you have amenity bags for your
overnight guests? |
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