Creating an Audiovisual Checklist [PDF & Excel]

Before confirming with a hotel, venue or facility Be sure you understand the extent of your audiovisual needs so you can verify during the site selection process that function space will be adequate to handle set-up for audiovisual (AV) equipment and that the technical interface (high speed Internet, bandwidth, satellite downlinking) is compatible with your program needs.  Communicate carefully with the committee […]

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Overall Timeline for Meetings and Events [PDF & Excel]

If you will be involved in all aspects of the planning process for an upcoming event, the Overall Event Timeline will be very important to you … your guiding light.  Without it, you can easily become lost.  All other timelines for individual areas of responsibility will stem from the Overall.  You will use most of the steps from […]

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Accommodation for Meetings and Events Guide

Accommodation for Meetings and Events Guide

Guide to Accommodation for Meetings and EventsContents1 Guide to Accommodation for Meetings and Events2 Hotel priorities when evaluating group business3 Negotiate effectively to avoid attrition penalties4 Why you need to clearly understand the demographics of your group5 So, what should you do to succeed in a seller’s market?6 Lodging Guidelines Step-by-Step6.1 Lodging Checklist Instructions 6.2 Prepare a Timeline  for Booking Group Sleeping […]

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Site Selection for Event Guide

Site Selection for Event Guide

Regardless of the type of site, you will be responsible for selecting or recommending, the advance preparation and the process of research, evaluation, and decision-making will be similar. The timeline for beginning the process will be different, of course, based on whether you are selecting a city for a multiple-day conference that will occur two […]

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Setup Guidelines Meetings Events Guide

Setup Guidelines for Meetings and Events Guide

Details – Details – DetailsContents1 Details – Details – Details1.1 Finalizing 30-Days in Advance2 Function Specifications3 Vendor and Service Provider Documents4 How to estimate space needed for meeting and function setups4.1 Space recommendations per person –4.2 Space requirements for equipment, food stations4.3 Function room capacities –4.4 The no-show factor –4.5 Pros and cons of different […]

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Event Food and Beverage Catering Guide

Event Food and Beverage Catering Guide

Guide to Successful Event Food and Beverage CateringContents1 Guide to Successful Event Food and Beverage Catering2 Working with caterers3 Planning Food & Beverage Functions – Guidelines A-Z 3.1 1. Set up an F&B expense worksheet 3.2 2. Two-step process to create a checklist and timeline3.3 3. F&B function specifications4 Food & Beverage Catering Contracts4.1 If booking more than six […]

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Meeting Event Registration Guide

Meeting and Event Registration Overview

Event registration just HAS to be done right – accurately, efficiently, and user-friendly. Registration is often the first point of contact, and it creates a first impression of what can be expected during your meeting or event – good or bad! It can cost your organization in lost revenue if prospective attendees get frustrated when […]

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Budgeting Meetings Functions Events Guide

Budgeting for Meetings, Functions or Events Guide

If you have a financial backgroundContents0.1 If you have a financial background0.2 If you are less experienced with budgeting0.3 Budgets are not set in stone0.4 Budgeting Guidelines0.5 Financial Goals0.6 Break Even0.7 Expense and Revenue0.8 Taxes, surcharges or fees, service charges, gratuities 0.9 Attrition Contingency Fund1 Budgeting Break-Even Analysis1.1 Budgeting Checklist1.2 An example of how to divide […]

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Meeting and Event Contract Guide

Meeting and Event Contract GuideContents1 Meeting and Event Contract Guide1.0.1 Contracts don’t have to be intimidating1.0.2 Yes, contracts set boundaries that you must stay within, but they also protect you –1.0.3 The process may be complex, but it does not have to be difficult –1.0.4 Contractual negotiations are evolving with the speed of light – 1.0.5 Attrition Clause1.1 […]

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