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. Sharing information about possible meeting themes, company colors, mottos, etc., can not only personalize the function, but also lead to a unique dessert or customized room decor. And if you're not set on a theme, ask your hotel team for suggestions, as they can recommend event themes, often with some local flavor.
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. If you'd like to try something new but can't visualize it, ask the hotel to send a digital photograph of your entrée and appetizer choice for review. 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 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 budget-buster, 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. This idea has helped so many planners that many use one every time. Also, be sure to leave clear instructions with what is to be done with leftover binders, papers, or boxes to avoid confusion after the event.
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.
Serge Simard is the vice president of food & beverage for the Toronto-headquartered Fairmont Hotels & Resorts. Operating 43 properties throughout six countries, Fairmont offers a collection of world-class resorts and city center hotels. For information, call Fairmont's toll-free number for meeting planners, (866) 662-6060.