DOWN TO THE WIRE - August 30, 2006
Edited by April I. Torrisi
PLANNER'S TOOLBOX: 10 Tips For Working With Hotel Staffs
By Serge Simard
Turning a meeting into a great memory takes a lot of effort from the planner and the hotel staff. Here is
a list of 10 tips that will ensure you get the most out of your next hotel event.
1. Work with the hotel team to develop an event timeline and contact list so everyone involved in the
function is on the same page. Working with a to-do checklist also allows you to troubleshoot in
advance, minimizing last-minute surprises. And always feel free to let your convention services
manager (CSM) know if there are areas that you are not really comfortable dealing with—the hotel
might have just the perfect expert on hand to assist you and put your worries to rest.
2. Read the fine print. By reviewing the details and banquet event orders (BEOs) prior to signing the
contract, you minimize miscommunication. If you aren’t the on-site contact, ensure that the on-site
person has a copy of the BEOs for reference during the event. And don’t be afraid to ask questions,
especially if something is unclear—always let your CSM know if something is incorrect or missing as
soon as possible.
3. Share your goals. Once you have a firm understanding of the meeting’s objective, share it with the
CSM, to help him or her utilize the hotel’s resources in executing your vision.
4. Tell the CSM about your attendees. Special touches, such as a particular soft drink preferred by
your director/CEO, or pens and not pencils with the notepads, may seem trivial, but it is often the little
things that make attendees feel valued. Knowing the group’s demographics can also help when
planning the menu.
5. Ask the hotel what its catering specialty is, and have the staff create a menu just for your group
using regional food items. And finally, share with your CSM information on your off-site meals to
ensure no duplicate entrees occur.
6. Meeting breaks can easily add an element of fun with food, beverage, and music—and guests will
be more motivated and energized when they come back to the seminar. Moving a break outside the
meeting room is good for the bottom line—delegates don’t usually return for more food and drink after
the meeting starts, so costs stay low.
7. Share your budget with your CSM. This on-site contact can be a great resource and will help get the
best value for your dollar. CSMs are full of helpful hints—for instance, that using passed hors
d’oeuvres versus food stations during a reception saves money. And to avoid a last-minute budgetbuster, don’t forget to book a prep room and meals for your entertainment. Additionally, your team can
spice up the event at minimal costs by changing the napkin folds, mixing and matching linens, and
using unique and mismatched china available at the hotel.
8. If you have a lot of boxes and packages, ask about hiring a houseman for the day.
9. If an event has been successful, photograph the setup to use again. Not only will it be an excellent
example of your work, but also a great tool when explaining changes required on normal setups.
10. And last but certainly not least: Relax! Allow yourself time for a little R&R while on site. No matter
how you do it, plan for some downtime to see the sights. Make the most out of your experience while
you are at your destination.
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