An eye for detail

Press, 18 April 1979, Page 12

An eye for detail

It is of paramount importance that a convention organiser personally checks out potential convention accommodation. Experienced meeting planners notify the hotel executive they are going to inspect the property with a view to holding a convention there. Attention should be paid to the general condition of the hotel, the number and type of rooms, range of conveniences, condition of furnishings and decor, housekeeping and food service, check-in and front-desk handling, attitude of personnel, the number and size and type of meeting rooms and facilities, equipment and services. If the hotel looks as if it will be suitable, talk about the price. Determine probable room rates and the duration over which they might apply.

Ask if the hotel has a policy concerning complimentary rooms for your meeting. Determine also the cost of all facilities, equipment and services.

Check on special events, local attractions and other conventions which occur during your dates, and determine whether or not any of these factors conflict with the best interests and servicing of your convention.

When these details have all been sorted out, it is time to book your convention. Do not delay. Book as far in advance as possible.

You should expect your hotel to be able to supply an information package for you. It should include such details as: An accurate outline of the support the hotel can give meeting planners. Special features that make the hotel unique or especially appealing. A complete description of the property’s restaurants, entertainment and sports facilities. A list of the types of service and shops available on the premises.-

Arrange a meeting with the hotel executive to prepare and review a master work sheet, which should include details such as the time and place of all con-

vention functions (meetings. meals, exhibits, other activities) and detailed specifications (room setup, type of seating, facilities, equipment, services). If the hotel is unable to provide accommodation for all your convention attendee’s, check on the availability’ of beds at motels handy to the site.

Mail a hotel reservation request to likely convention attendees and later a confirmation of placement and assignment of a specific type of room. This form should also alert convention goers that cancellations cannot be accepted without penalty beyond a certain date. It is a good idea to book a couple of extra rooms to handle last-minute emergencies. Reserve estimated accommodation requirements with hotel or motel at least six months before the convention. Make firm bookings about four weeks in advance. Work, in with the local Convention Bureau which is thoroughly familiar With every' facility and service the city can provide. The Convention Bureaux can be a big help in planning conventions. There are bureaux in most main centres throughout New Zealand. One of the most important aspects of convention planning is the design of the meeting room.

f actors to be taken into consideration include delegate comfort, audio-visual feasibility, speaker focus, traffic flow, accessibility of toilets, and food or beverage service.

A conference can be ruined if people cannot hear or if the public address system is not working properly. Roving microphones should be strategically placed and handled by efficient people. Block enough space for each session with the convention facility, executive, and ask for scale diagrams for each meeting room. Note which rooms will need re-arrangement for various sessions and which will stay the same throughout the convention. Do not forger to allow for board meetings and pre and post-convention sessions, convention office space and perhaps a press room.

If coffee breaks are involved, advise the caterer when, how, where and how much. Have a programme timekeeper alert catering staff. It is vital to keep the site executive informed of any’ plan changes. What may seem a minor adjustment on your part could call for an entirely new personnel schedule at the site. Draw up instructions for each use of each meet-

ing room or social function: style of set-up. special facilities, equipment and services needed, and include diagrams if necessary to ensure tables, lecterns, microphones and other special items are where you want them.

Check the room both during set-up and after, and ensure all the equipment is working. Make arrangements if any press coverage is anticipated. Audio-visual presentations are fast becoming an important, medium of putting across messages at conventions. Three guidelines are important for such presentations: Consider the audience — can it hear and see clearly? Rehearse speakers and projectionists. Check equipment to see it has no faults, and also for safety. The first guideline concerns the meeting room. When arranging meeting rooms for your convention, give priority to audio-visual presentations when possible. Nowadays conference delegates are often accompanied by husbands or wives and as their interest in business sessions may be limited, a special programme should be arranged for them.

Consider time as an important element for their programme. For instance, wives at a convention are enjoying a sort of holiday so they may not want to start their day too early nor will they want to be programmed past 5 p.m. They will need time to relax and freshen up for the evening’s activities. Allow plenty of time before major social events.

For social events, save expenses by having an exhibitor or large member company sponsor a luncheon or even a bus for tours.

Set up a hospitality room where a cup of tea and snack are available. There should also be a large bulletin board where people can leave messages tor each other.

When arranging travel for conference delegates within New Zealand it is important to check out the

party bookings by air. Air New Zealand Group Travel discounts include substantial fare reductions which are available to any group of 20 or more adults travelling on any trunk flight between Auckland, Wellington, Christchurch, Dunedin or Invercargill, in either direction. Also between Wellington and Nelson, or Blenheim and return, and on Boeing services between Hamilton and Wellington.

The 20 per cent discount plan applies throughout the year except Friday p.m.,' Sunday p.m. and Monday a.m. — plus certain peak holiday periods. Combined discounts apply in the case of a group wishing to travel partly on a route where the 20 per cent discount plan is available and

on a route where it does not operate, the remainder of the journey can be completed at a 10 per cent Get-Together fare reduction.

Where 30 (or multiple of 30) adult fare-paying passengers travel as a group under either the 10 per cent group travel discount, or the 20/20 party plan, then the next, seat after each 30 will be provided free of charge. These complimentary seats may be allocated to the group organiser, club secretary dr any individual nominated bv the group leader.

Meal functions can go further than merely providing food at conventions — as social events with perhaps a guest speaker and/or entertainment, or special presentations, they are as important as any item on the programme.

There are many categories — banquet, luncheons, breakfasts, cocktail parties, coffee breaks —

but it must be remembered that the convention official is the host.

Hospitality suites are best, when they are small enough for intimacy. They should be away from the main flow of hotel traffic so uninvited persons are not tempted to join your guests.

A room. separate from the dining area should be arranged for cocktail parties where possible. It is easier to break up a cocktail party when guests must move to another room for dinner.

Plan to have coffee and tea breaks in a room other than the meeting room when possible. Setting them up in a meeting room while in session can be distracting. But if it must be served in the meeting room, ensure it is wheeled in at the appointed time on pre-set trays.

Menus should be the prime consideration. Do not be caught up in bland convention fare. Request suggested menus at different price levels suitable to the event. Check for hotel specialities or food which will accent the convention theme. Remember. not every man is a gourmet — avoid too many sauces and gravies; many conventioneers are diet-con-scious. If you want to add drama to the meal, do it with the dessert. For breakfast, consider a buffet. This saves serving time and allows for different breakfast habits, as well as not holding up the meal for late risers.

Luncheon may be buffet or table service — but with a buffet you can, pay more because of the need for over-production of, food. Finally, check to avoid meals being duplicated.