MeetingPlanningPrese ntation

Successful Chapter Events: 

Successful Chapter Events Planning and Pitfalls

What is the purpose of the meeting?: 

What is the purpose of the meeting? To provide education? To conduct association business? To provide networking opportunities? To make money?

Meeting History: 

Meeting History Past Attendance Past F&B Past Guestroom Usage - Original Block and Actual Usage - Breakdown of single/double occupancy - Arrival and departure patterns

Request for Proposal: 

Request for Proposal What is the maximum number of participants? How many will need accommodations? How many will drive in? Where are most of the participants located? What kind of accommodations can participants afford?

Prepare Meeting Specifications: 

Prepare Meeting Specifications Number, size and usage of rooms, including times Room sets Office/Registration area Exhibits (include move-in and move-out) Times and types of F&B events Audio Visual Requirements

Additional RFP Information: 

Additional RFP Information Sleeping Room Rates F&B Charges, Taxes, Service Charges Access fees for T1 lines or electricity Meeting room rental charges Daily resort fee Energy or other surcharges Renovations – recent or planned

Slide10: 

Outlets and other services: - Number and type of restaurants - Seating capacities; hours of operation - Room service hours or operation - Health Club Restaurants/Entertainment/Activities within Walking distance

Site Inspection: 

Site Inspection Meeting Space - Pillars or obstructions? - What is the ceiling height - Is there a built-in sound system? - Can you use your own vendors or bring in your own A/V equipment without a surcharge?

Site Inspection: 

Site Inspection Sleeping Rooms - Are hallways adequately lighted? - Are walls soundproofed? - Do guest rooms have data ports or wireless internet access? What is the cost? - Are there minibars/refrigerators? - Are amenities the same in all rooms?

Avoiding Problems: 

Avoiding Problems What other groups will be in-house? Experience of security staff How many staff are trained to perform CPR or use AEDs? How many per shift? Evacuation and Shelter-In-Place plans

Slide14: 

Are workers organized for collective bargaining? When do contracts expire? Is there a local ballot initiative to raise hotel or guestroom taxes?

Negotiations: 

Negotiations Demonstrate the value of your meeting Know the market What can you negotiate? - Rate - Complimentary Rooms - F&B or A/V discounts - Cut-off date for room reservations

Slide16: 

What you need vs. what you want Are meeting dates flexible? Is the meeting room set-up flexible? Can you change your pattern?.

Contracts: 

Contracts Dates sleeping rooms are available and at what rates Dates and times meeting space is being held for the group Complimentary rooms/upgrades Attrition Cancellation Termination

Contracts: 

Contracts Make sure that the contract language is clear and unambiguous!

Ambiguous Contract Language: 

Ambiguous Contract Language Should the number of anticipated attendees fluctuate substantially from original estimates, an attrition fee may be assessed as follows: Attrition of Estimated Revenue Fee Charged of Difference in Revenue 25 – 49% 50% 50-74% 75% 75-99% 100%

Clear Contract Language: 

Clear Contract Language Sleeping Room Pick-Up Fee 900-1125 Rooms 0 788-899 Rooms $3,500.00 675-787 Rooms $7,000.00 563-674 Rooms $10,000.00 0-562 Rooms $15,000.00

Slide21: 

Be Aware of the Double Whammy - Rooms not used and F&B Slippage Make sure the contract allows your performance to fall up to a specific amount.

Termination: 

Termination Termination: Both parties are excused from performance without liability The Force Majeure clause: An unanticipated circumstance that makes performance of the contract impossible.

What is not covered in a Force Majeure Clause: 

What is not covered in a Force Majeure Clause Changes in the economy Lower than expected attendance Your speaker cancels Hotel workers go on strike Fear of travel or a threat of danger.

Budgeting: 

Budgeting Do not overestimate your attendance Do not overestimate you sponsorship revenue When budgeting, make sure you consider food & beverage tax and service charges If hosting an off-site event, consider extraordinary costs

Saving Money on F&B: 

Saving Money on F&B Know your F&B minimum Can special menus within a specific budget be created? What is the over-set policy? Compare menu prices vs. a la carte - Order “on consumption.” Can you serve the lunch dessert later? Use butler service for hors d’oeuvres

Avoiding Problems: 

Avoiding Problems Review your Banquet Event Orders Monitor your room block Request emergency contact information and dietary restrictions from attendees Have contingency plans

Risk Management: 

Risk Management Avoid the risk – don’t serve alcohol Minimize the risk – have a cash bar Transfer the risk – alcoholic liability clause General Liability Insurance

Alcohol Liability Clause: 

Alcohol Liability Clause Alcoholic Beverages If alcoholic beverages are to be served at an official Association function on the hotel premises (or elsewhere under the hotel's alcoholic beverage license), beverages will be dispensed only by the hotel's employees and bartenders. The hotel's employees and bartenders must (a) request proper identification of any person of questionable age and refuse alcoholic beverage service if the person is either under age or proper identification cannot be produced, and (b) refuse alcoholic beverage service to any person who is obviously or visibly intoxicated. The Hotel represents and warrants that all Hotel personnel who dispense or serve alcohol have undergone adequate training to prevent any incidents that could result in claims of liquor liability. Notwithstanding any other provision, the Hotel shall defend, indemnify and hold harmless NAHU, its directors, officers, employees and agents, and each of them, from and against any and all losses, damages, claims, expenses, and liabilities of any kind, including costs of defense thereof, caused by or arising from the Hotel's sale or service of alcoholic beverages. The Hotel agrees to carry a minimum of One Million Dollars ($1,000,000) in liquor liability insurance and further agrees that all of its employers and agents performing services under this Agreement shall at all times comply with all federal, state and local laws pertaining to the sale, service or furnishing of alcoholic beverages.

Slide29: 

Contingency Planning is easier than Crisis Management!