Chapter 12 Preparing for the Event

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Chapter 12 Preparing for the Event

Convention Management and ServiceEighth Edition

(478TXT or 478CIN)

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Competencies forPreparing 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)

• 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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