Determine date(s) and time(s) of the meeting(s), and if possible a set of alternative date(s) and time(s).

Transcription

1 Business Meetings: Basic Planning Tips Determine date(s) and time(s) of the meeting(s), and if possible a set of alternative date(s) and time(s). Will guest rooms be needed? If so, how many? Will meeting space be needed? Will food & beverage be needed? Will audio/visual equipment be needed? Determine the total budget spend for the meeting(s). Break down the budget to allow for: Guest rooms Meeting space Food & beverage Audio / visual equipment rental If the meeting is more than one day, determine the daily schedule. Make sure you have a Hilton HHonors account or Fast Res account to make it easier for you to book your group online. Guest Rooms How many guest rooms will be required for each night of the meeting? What is the breakdown number of singles, doubles, and suites? Inquire about the different room types offered by the hotel. Are these counts estimates or exact? How many people will occupy each room? What is the budgeted guest room rate? Do all or any of the rooms need to be on the same floor or near each other? Determine how guest room reservations for the group will be made. Will each attendee be responsible for making their own reservations or will reservations be handled by one person? Ask the hotel when names for all of the guest rooms are due by. After check-in, ask the hotel sales manager for a copy of the room list complete with guest names and room numbers. This will allow you to know where everyone is in case of an emergency. Meeting Space Use the meeting room capacity chart to determine the appropriate meeting room size needed for the meeting. Determine the full duration of the meeting. If the meeting is scheduled over several days, are the start and end times different for each day? Determine the number of people attending.

2 What kind of seating arrangement is needed? (Reception, Theatre, U shape, Classroom, Conference, Banquet and Hollow Square) Prepare name tents or plates for attendees if a seating plan is required. Determine what type of Audio/Visual equipment is required and if the hotel has any package offers. Will a podium and microphone be needed? Determine the agenda. Will flip charts, white boards, notepads, pens, and markers, etc be needed? What types of meeting packages does the hotel offer? Is internet service required? How many ports are needed and what is the cost? Food and Beverage Determine the number of people to be served at the meeting and at what times. Determine menu and beverage choices. Will your attendees require food & beverage during the meeting or during breakouts? Is a separate room needed for breakouts or is the preference to be served in the meeting room? If food & beverage is going to be served during the meeting, can it be served with minimal disturbance? Will coffee and/or water be needed throughout the meeting? Advise the hotel of any special dietary requirements for people attending the meeting. Determine the food and beverage service charges. Billing and Payment Who is responsible for the payment of guest rooms and the meeting room? How will incidentals (phone calls, room service, etc.) be handled? How will final payment be made? Credit card, check, etc? Who will be authorized to make changes for the meeting that would involve extra charges from the hotel? 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 will be added and who is authorized to make those charges? Additional Basic Tips Check the available parking at the hotel. Is there a cost? Is transportation available to and from airport? Is there a schedule or will you need to make reservations? Is there a charge? Let property know of accessibility special needs for guests' rooms, public areas or function rooms. Ensure hotel is fully aware of the delivery and collection times planned by all outside vendors. What business office services are offered by the hotel, such as making copies, and what is the charge?

3 Notes

4 Social-Leisure: These tips are not all inclusive. You may have additional questions related to your specific group event. Basic Planning Tips Determine date(s) and time(s) of the special event, and if possible a set of alternative date(s) and time(s). Decide on the destination city. Will guest rooms be needed? If so how many? Will event space be needed? Will food & beverage be needed? Will audio/visual equipment be needed? Determine the daily schedule. Determine the total budget spend for the event(s). Break down the budget to allow for: Guest rooms Meeting space Food & beverage Audio / visual equipment rental Make sure you have a Hilton HHonors or Fast Reservations profile to make it faster and easier to book your event online. Guest Rooms How many guest rooms will be required on each night of the event? What is the breakdown number of singles, doubles, and suites? Inquire about the different room types offered by the hotel. Are these counts estimates or exact? How many people will occupy each room? What is the budgeted guest room rate? Do all or any of the rooms need to be on the same floor or near each other? Determine how reservations for the group will be made. Will each attendee be responsible for making their own reservations or will reservations be handled by one person? Ask the hotel to create a customized group rate for the event. Ask the hotel when names for all of the guest rooms are due by. After check-in, ask the hotel sales manager for a copy of the room list complete with guest names and room numbers. This will allow you to know where everyone is in case of an emergency. Event Space Use the meeting space calculator to determine the appropriate meeting room size needed for the event. Is the meeting room separated from adjoining rooms? Are there solid walls, sliding panel or air

5 walls? View the hotel's meeting space floor plan images, where applicable. Determine the full duration of the event. If the event is scheduled over several days, are the start and end times different on each day? Determine the number of people attending. What kind of seating arrangement is needed? (Reception, Theatre, U shape, Classroom, Conference, Banquet and Hollow Square) Prepare two lists for the seating plan one in alphabetical order and one in order by table number. Determine what type of Audio/Visual equipment is required for entertainment and speakers. Will a podium be needed? Is a stage required? Will a dance floor be needed? Will extra tables be needed for gift bags, prizes, etc? Food and Beverage Determine the number of people to be served at each event. Will everyone be served at one time or are multiple seating s needed? Determine menu and beverage choices. Is a separate hospitality room needed? What is the hotel's outside food and beverage policy? What are the liability insurance needs? Advise the hotel of any special dietary requirements for people attending the event. Determine the food and beverage service charges. Billing and Payment Who is responsible for the payment of guest rooms and the event space? How will incidentals (phone calls, room service, etc.) be handled? How will final payment be made? Credit card, check, etc? Who will be authorized to make changes for the group that would involve extra charges from the hotel? 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 will be added and who is authorized to make those charges? Additional Basic Tips Check the available parking at the hotel. Is there a cost? Is transportation available to and from airport? Is there a schedule or will you need to make reservations? Is there a charge? Let property know of accessibility special needs for guests' rooms, public areas or function rooms. Ensure hotel is fully aware of the delivery and collection times planned by all outside vendors. Check out things to do in the area before or after the event.

6 Notes Back to Top

7 Weddings: These tips are not all inclusive. You may have additional questions related to your specific group event. Getting Started Start a budget. Start a guest list. Consider whether you want to hire a wedding planner. Create a gift wish list and sign up for one or more gift registries. Decide on the wedding attendants. Determine a date and time of the wedding, and if possible a set of alternative dates and times. Decide on the wedding destination. Set up a Hilton HHonors Point Transfer Program for your gift registry or honeymoon. Will you be having the engagement party, ceremony, and reception at the hotel? Will guest rooms be needed? If so how many? Will food & beverage be needed? Will audio/visual equipment be needed? Break down your hotel portion of the wedding budget to allow for: Guest rooms Meeting space Food & beverage Audio / visual equipment rental Determine the event(s) schedule. Make sure you have a Hilton HHonors account or Fast Res account to make it easier for you to book your wedding online. Parties Consider having an engagement announcement party. Consider booking a bachelor/bachelorette party. Consider scheduling an attendant's party. Consider booking a day-after brunch. Ask the hotel when names for all of the guest rooms are due by. Guest Rooms What is the breakdown number of singles, doubles, and suites? Inquire about the different room types offered by the hotel. Are these counts estimates or exact? How many people will occupy each room? Be sure to reserve the bridal suite.

8 What is the budgeted guest room rate? Determine how guest room reservations for the group will be made. Will each attendee be responsible for making their own reservations or will reservations be handled by one person? Ask the hotel to create a customized group rate for the event. Ask the hotel when names for all of the guest rooms are due by. Event Space Use the meeting space calculator to determine the appropriate meeting room size needed for the event. Determine the full duration of the event. Determine the number of people attending. What kind of seating arrangement is needed? (Reception or Banquet) Determine what type of Audio/Visual equipment is required for entertainment and speakers. Will a podium be needed? Is a stage required or any special lighting? Will a dance floor be needed? Will you have a DJ or a band? Will flower arrangements, candles, or centerpieces be delivered for the tables? Will extra tables be needed for gift bags? Food and Beverage Determine the number of people to be served at the event. Determine menu and beverage choices. Arrange for your wedding planner and hotel representative/caterer to meet. Schedule taste testing for all food and beverage that will be served. What is the hotel's outside food and beverage policy? Advise the hotel of any special dietary requirements for people attending the event. Determine the food and beverage service charges. Prepare two lists for the seating plan one in alphabetical order and one in order by table number. Will placement cards be provided? Make cake arrangements. Hotel Billing and Payment Is an advanced deposit required? If so, is there a payment schedule? Who will be authorized to make changes that would involve extra costs from the hotel? Would you like to set up a master bill with the hotel? If so, what charges will be added and who is authorized to make those charges? Who is responsible for the payment of guest rooms? Additional Basic Hotel Planning Tips

9 Is transportation available to and from airport? Is there a schedule or will you need to make reservations? Is there a charge? Let property know of accessibility special needs for guests' rooms, public areas or function rooms. Ensure hotel is fully aware of the delivery and collection times planned by all outside vendors. Check the available parking at the hotel. Is there a cost? If the ceremony is not being held at the hotel, how close is the hotel to the venue? Make sure your guests have a map from the ceremony venue to the hotel. Rehersal Dinner Select rehearsal dinner time and location. Meet with the chef and planner to choose the dinner menu and beverages. Order and send out dinner invitations. Determine parking and transportation. Notes