LARGE EVENTS. Tips and checklist. 1. Getting started: 2. Finding the right venue:

Transcription

1 LARGE EVENTS LARGE EVENTS Tips and checklist Tips and checklist 1. Getting started: What is the event s objective? What do you hope the participants will get out of it? Have you penciled in a date and time, plus alternatives in case there s no availability? Where do you want to hold your event any particular country or city in mind? Will you need to book any rooms for overnight accommodation? Will you need meeting space? Any thoughts on meals and refreshments during the event? Will you need audiovisual equipment? What percentage of your budget have you allocated to: Guest rooms Meeting space Food and drink Audiovisual equipment rental Have you drawn up a meeting schedule? 2. Finding the right venue: What type of meeting are you looking to host? Have you set your budget? What s the maximum distance you re willing to travel from the nearest airport to the hotel? Will you need accessible meeting facilities or rooms? Do you need to provide local taxis and limousines for your delegates? How about parking at the hotel how much space are you looking for? Have you considered the frequency and cost of a shuttle service? Are there enough flights to the destination to fit with the timing of the event? Will you be arriving in peak season or during the off season? Have you searched for a suitable location among our 375 hotels worldwide? Have you sent us a Request for Proposal with your requirements? 1/5

2 3. Guest rooms: How many rooms estimated or exact are you likely to book? Have you confirmed arrival and departure dates? Do you have a preference for certain types of rooms (eg single, double or connecting)? Would you prefer rooms close together on the same floor? Will each of the attendees be responsible for their own reservation, or will a single person handle the group booking? Is it important to have Wi-Fi access in the rooms? 4. Event tool (Personalized group web page): Will you need a personalized group website? If you do, just ask your sales contact person. After checking in, ask the hotel for a copy of the room list, which will show all your delegates names and their room numbers. This lets you know where everyone is in case of an emergency. 5. Meeting space: How many people will be attending? What type of meeting room are you looking for? Will you require one single space or a number of break-out rooms? Have you looked at the floor plan of the hotel s meeting space? Have you got a timetable for the meeting? If the event is scheduled over several days, will the start and end times differ each day? Have you thought about seating arrangements reception, theatre, U-shape, classroom, conference, banquet, or hollow shape? Before you arrive for a site inspection, ask the hotel to set up the meeting room how you would like it, so you can see how well it works. What type of audiovisual equipment will you need? Will our audiovisual package suit your requirements? Will you need a podium and microphone? Have you worked out an agenda? Will you need flip charts, white boards, notepads, pens, and markers? Have you asked us to prepare the room and set up the equipment before the meeting is scheduled to begin? 2/5

3 Will you need a phone with a speaker, and have you asked about charges for phone conference dialing? Is internet service required? If so, how many ports will you need and have you worked out the cost? 6. Food and drink: How many people will be eating and drinking? Have you established meal times and coffee breaks? Have you chosen a menu and drinks? Will you need a separate room for breaks? If food and drink is going to be served during the meeting, can it be done with minimal disturbance? Do you want to serve coffee and/or water throughout the meeting? Do any of the delegates have special dietary requirements? What are the food and beverage service charges? 7. Billing and payment: Who is responsible for the payment of guest rooms and the meeting room? How would you like extras such as phone calls and room service to be billed? How will you make the final payment? Who will be authorized to make changes to the meeting that may incur extra costs? Is an advanced deposit required? If so, is there a payment schedule? Would you like to set up a master bill with the hotel? If so, what charges can be added and who is authorized to make those charges? 8. Extras: Is there a charge for hotel parking? Does the hotel provide transfers to and from the airport? Is there a charge for making a reservation? Will you need disabled access to guest rooms, public areas and function rooms? Have the speakers been invited? 3/5

4 Have you prepared the invitations with provision for guests and delegates to note their individual requirements on the response form? Is the hotel aware of external providers delivery and collection times? What s the charge for business office services, such as photocopying? Have you checked out things to do in the area before or after the meeting? 9. Final touches: Three months before the event Have you updated your reservation to clarify how many guests will be attending the event and how many meeting rooms and guest rooms you ll need? Are signs and printed material being created? Have gifts and amenities been bought or ordered? Have you started to prepare a to-do list with tasks assigned to relevant people? Are contingency plans in place if things go wrong, such as a speaker falling ill? Have the delegates received their invitations? Can you confirm how many guests and delegates will be at the event? One month before the event: Have you confirmed your catering requirements and menus? Have you checked that speakers are on track with their presentations and they know their deadlines for producing event material? Do any of the speakers need technical equipment? Will the speakers need transport to and from the hotel? Have you set a deadline for when all printed material has to be ready by? Does the hotel have a rooming list and details of any special requests? Have you scheduled a pre-event meeting with your venue contact to go through the program? Have you prepared a press release for your event? One week before the event Have you made plans to send any event material to the hotel 48 hours before your arrival, and advised the hotel to expect it? Are arrangements in place to return the material to your office after the event? 4/5

5 Do you have a master copy of all your printed material to bring with you as a back-up? Have you confirmed all deliveries and pick-ups? Are name badges ready? Has a press release about the event been sent to key contacts? Is there a staff briefing kit detailing the agenda and contact details? Upon arrival at the venue / one day before the event Have you asked for a pre-event meeting with your venue contact to go through the program? Has all your event material arrived in good condition? One hour before event Are the event rooms ready to go? Are all greeters and helpers on site and fully briefed? 10. After the event: Have you met with your venue contact to review the event? Have you completed the event evaluation form? Is the invoice correct? Have you paid your suppliers? Have you sent thank you notes to the speakers and sponsors? Are you ready to make notes for the next event? Notes: 5/5