Staff plan
Jessiezzz
tdm_communications.pptxChapter 17
Communications with Event Facilities
1
Communicate
To better ensure event success
Timely and thorough info to all involved in execution, especially those at venue like Convention Services Manager (CSM)
Via preferred method(s) (email, phone, …)
Noting adequate lead time
With venue about capabilities and limitations
2
Review in advance of pre-event meeting
Communicate as frequently with venue as necessary given event complexity
Remain open to venue suggestions
Create detailed and thorough Event Specifications Guide (ESG)
Planning Timeline
3
Function Set Up Orders
Within ESG doc
Provide details of a function
Review with venue team
What should set-up orders include?
Group/Event name
Date(s) and time(s)
On-site contact name/details
Expected attendance
AV needs
Diagrams
Exhibitor information
4
Banquet Event Orders
CSM should
Review before pre-event meeting
Contact planner with questions or clarification
Use function set-up and info since to create Banquet Event Order (BEO)
BEO also called an event order (EO) or function sheet
Formatted for facility use
5
Group Specifications Guide
Also called a resume
Like a personal resume speaks of that person’s history, an event resume speaks of the event’s
What might an event resume include?
History
Attendee profile
Event objectives
Event requirements
Operational details
Billing arrangements
6
Banquet Event Orders (continued)
Provide BEO to planner for review
Update BEO per planner feedback
Receive a final, signed BEO from planner
All on-site work from BEO
7
The Future Through APEX
APEX – Convention Industry Council’s Accepted Practices Exchange
May end need for hotels to translate ESGs into resumes and function set-up orders to BEOs
Will streamline systems and processes
Eliminate translations and duplication above via software
8
Pre-Event Meeting
Also known as pre-con
Held 24-48 hours before event
At primary event facility
Chaired by CSM
Provides an event overview
Reconfirms existing event logistics
9
Pre-Event Meeting (continued)
Discuss last-minutes adjustments
Meet some facility personnel for first time
Planner provides event resume highlights
Key facility department reps address their areas
Review BEOs sequentially
Who should attend a pre-event meeting?
(Note: Planner has own staff meetings separately)
10
Post-Event Meeting
Also known as post-con
Held immediately after event
At primary event facility
Document what went well and areas of opportunity
Review billing
Chaired by planner, CSM or both
Gain feedback from key departmental reps
11
Post-Event Meeting (continued)
Note:
Planner meets with own staff separately, a wrap-up
Planner meets with planning committee, if one
Planner culls all post-event meeting info to complete post-event report (PER), an APEX form
12
The End
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