Chapter 12
Preparing for the Event
Convention Management and Service
Eighth Edition
(478TXT or 478CIN)
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Competencies for
Preparing for the Event
1. Explain the purpose of a pre-convention meeting
and the function of a key personnel roster.
2. Describe the format and uses of the resume
(specification sheet) prepared by the convention
service manager.
3. Describe the format and uses of the banquet event
order (function sheet) in servicing conventions and
group meetings.
4. Describe the importance of communication and
follow-up in servicing meetings.
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Importance of the CSM
• Liaison and contact for the client
• Controls logistics of the meeting
• Key to the success or failure of the event
• Establishes a partnership with the planner
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Preconvention Meetings:
Westin’s Operation Excell
•
Held a day or two before delegation arrives
•
Meeting planner, convention service
manager, and department heads present
•
Review resume
•
Recognition pins for meeting planner and
the group’s planning staff
•
Postconvention meeting
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Making Communication Easier
Key Personnel Roster
• List of key hotel contacts
• Often requested by meeting planners
• Many CSMs prefer that planners go
through CSMs; one channel
• Compromise: Give planners the
roster, but emphasize role of CSM
Recognition Pins for Group Planning Staff
Marriott’s Red Coat Service
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Resume (Specification Sheet)
• Also called the bible, summary, or master prospectus
• Comprehensive overview of entire program
• Details activities hour by hour and day by day
• Prepared by CSM and meeting planner
• Distributed at least a week in advance to all staff
servicing the convention
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Resume (Specification Sheet)
(continued)
• Information sources for preparing resume:
1. Correspondence, e-mail, prior years’ convention
program
2. Responses to resume questionnaire from
property’s CSM
3. Event Specification Guide (ESG) prepared by
meeting planner
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Banquet Event Order
(Function Sheet)
•
Also called event form; banquet event order
•
Covers functions within the larger event
•
Serves as guide for hourly employees
•
Includes seating layouts; decorations; visual
aids; covers; date; time; room name, menu
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Event Specifications Guide (ESG)
• Also called a staging guide or specifications
guidebook
• A concise document prepared by the meeting
planner that details how the meeting will proceed
• Includes activities by day, time, room, setup, and
requirements; complimentary room assignments;
signature authority; etc
• Used by the hotel to prepare event resumes
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