Successful Conference Planning

Guestroom Requirements

• Dates required Alternate dates
• Number of guestrooms needed
• Type of guestrooms needed — single, double, suites, double-double, handicapped
• Billing instructions — direct bill or payable upon conclusion
• Credit application completed — what charges are to be direct billed and to whom
• Deposit or guarantee requirements
• Method of reservations — rooming list, reservation cards, individual call in, housing bureau
• Reservation cut-off date
• V.I.P. and/or special arrangements (amenities)
• Smoking or non-smoking rooms
• Airport shuttle service
• Baggage handling

Meeting Room Requirements

• Dates required Alternate dates
• Number of people attending/amount of space required/starting and ending time
• Meeting room set-up — theater, classroom, u-shaped, hollow square, etc.
• Break-out rooms — time, set-up, number of people, Audio visual requirements
• Coffee breaks — morning, afternoon replenishment
• Audio visual — overhead projector, slide projector, screen, VCR and monitor, podium, microphones, flipcharts and markers, etc.
• Display tables
• Head table
• Billing instructions — direct bill or payable upon conclusion

Food and Beverage Requirements

• Dates required Alternate dates
• Number of people attending/amount of space required/ starting and ending time
• Type of function — breakfast, lunch, dinner, reception
• Menu planning — food and bar arrangements — special dietary needs
• Guaranteed number of people
• Placecards/seating arrangements
• Head table
• Flower arrangements
• Entertainment
• Dance floor
• Special decorations
• Audio visual

Miscellaneous

• Restaurant reservations
• Recreational/health club facilities
• Shopping/day trips/tours/attractions
• Handicapped facilities
• Meeting material shipped to hotel (should list function name and arrival dates clearly on all packages)
• Message handling
• Secretarial/support services Name tags
• Electrical/telephone requirements
• Car/bus rentals
• Security
• Lighting requirements

Equipment and A.V. Checklist