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Business Events, Seminars, Meetings and Conferences Check List |
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Here's a useful checklist for planning Business Events... |
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Basic Planning Tips:
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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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Event Space:
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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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Food and Beverage:
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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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