Pre-Planning
- Preliminary
budget
- Hotel
selection
- Site
inspection
- Room
block
- Meeting
space requirements/breakouts/set-up & rehearsal
- Hotel
accommodations: on own or master account
- Online
Web Registration
- Reservation
Method: rooming list, calls in, reservation card or housing bureau
- Pre-and
post stays
- VIP
upgrades
- Suite
requirements
- Staff
rooms
- Complimentary
allotment
- Dates
of VIP arrivals
- Speaker
needs or speaker ready room
- Special
needs of certain guests
- Security
needs
- Photographers
- Signing
of the contract
- Off-site
venues
- Activities:
golf, tennis, spouse tours
- Telephones
- Registration
area (message board)
- Office
with fax, copiers, etc.
- Computer
requirements
- Electrical
requirements
- Press
attendance
Transportation
needs
- DMC
selection
- Airline
selection and ticketing
- VIP
pick-up and departures
- Airport
transfers
- Transfer
to off-site venues
Audio
Visual needs
- Do
you work with a certain A.V. company or sub-contract out
- Sound
system
- Video
taping
- Teleconferencing
- Staging
with A.V.
- Rear
screen or front screen projection
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Promotions/Printing
- Sending
out initial letter/brochure
- Ordering
and sending out reservation cards
- Brochure
of hotel in mailing
- What
needs to be printed
- Enticer
mailings or corporate promotional gifts
- Signage
Food and
Beverage
- Continental
Breakfast or Full breakfast
- AM and
PM breaks
- Lunch
- deli, buffet or sit-down
- Reception
(light or heavy)
- Dinner
(formal or theme)
- Hospitality
suite
- Music/entertainment
- Flowers
for tables, decorations, props, plant rentals, etc.
Pre-Arrival
- Badges
- Putting
together binders
- Site
inspect off-property events
- Meet
with convention services manager and A.V. specialist
- Locate
all boxes that were shipped
Arrival
- VIP Amenities
- Pre-conference
On-Site
- Daily
review of master account
- On-site
registration
Departures
- VIP transfers
- VIP airline
departures
- Meeting
evaluation
- Gratuities
and tipping
- Speaker
and staff expenses
Shipping
- How fast
do the materials need to be shipped back
- Special
shipping requirements
After Departure
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