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Determine date (s) and time (s) of the meeting (s), and if possible a set of alternative date (s) and time (s). |
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Will Guest rooms be needed ? If so, how many ? |
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Will meeting space be needed ? |
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Will food & beverage be needed ? |
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Will audio / visual equipment be needed ? |
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Determine the total budget spend fort he meeting (s). Break down the budget to allow for : |
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Guest Rooms |
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Meeting Space |
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Food & beverage |
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Audio / visual equipment rental |
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If the meeting is more than one day, determine the daily schedule. |
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How many Guest rooms will be required for each night of the meeting ? |
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What is the breakdown number of singles, doubles, and suites ? Inquire about the different room types offered by the hotel. |
Single
Double
Suite
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Are these counts estimates or exact ? |
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What is the budgeted Guest room rate ? |
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Determine how guest room reservations for the group will be made. Will each attendee be responsible for making their own reservations or will reservations be handled by one person ? |
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If the meeting is scheduled over several days, are the start and end times different for each day ? |
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Determine the number of people attending. |
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What kind of seating arrangement is needed? |
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Reception |
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Theatre |
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U shape |
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Classroom |
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Conference |
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Banquet |
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Prepare name tents or plates for attendees is a seating plan is required. |
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Determine what type of Audio / Visual equipment is required and if hotel has any package offers. |
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Will a podium be needed ? |
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Will flip charts, white boards, notepads, pens and markers, etc be needed ? |
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As internet service required ? How many ports are needed ? |
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Determine the number of people to be served at the meeting and at what times. |
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Determine menu and beverage choices. |
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Will your attendees require food & beverage during the meeting or during breakouts ? |
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Is a separate roomd needed for breakouts or is the preference to be served in the meeting room ? |
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If food & beverage is going to be served during the meeting, can it be served ? |
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Who is responsible fort he payment of Guest rooms and the meeting room ? |
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How will incidentals (phone calls, rooms service, minibar etc.) be handled ? |
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How will final payment be made ? Credit card, cash ? |
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Who will be authorized to make changes fort he meeting that would involve extra charges from the hotel ? |
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Is an advanced deposit required ? If so, is there a payment schedule ? |
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With who the hotel will set up the final bill ? Indicate the name and contact number. |
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Additional information |
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