Take Event Planning a Step Beyond
Tips and tools for seamless planning.
Event Planning Checklist
We take every detail into consideration so you can focus on hosting a truly meaningful event, whether it’s a board meeting, a family gathering or your dream wedding.
Preplanning
Determine the event size and purpose.
Set a date, or a range of date options.
Outline your event, including expected attendance, seating arrangement, audiovisual and production requirements and food and beverage needs.
Consider transportation, entertainment, speakers, activities and any special needs.
Prepare a timeline for booking venues and accommodations, invitations, promotions and event materials.
Budget for sponsor expenses, if applicable, and calculate attendee expenses.
Budgeting
Create a balance sheet of expenses.
Build in a contingency fund for unanticipated expenses.
Establish a holding account for accrued program expenses.
Consult with your company’s accounting office, if applicable.
Selecting a Destination and Hotel
Select a destination that’s convenient for attendees. Consider factors such as weather, security, labor and transportation.
Be aware of hotel occupancy rates, room rates and recent changes in supply or demand that will affect your expenses.
Adhere to your organization’s travel program and preferred hotels and airlines, if applicable.
Find the right type of hotel that will best suit your event.
Determine the type and number of guest rooms needed, plus the number and size of meeting rooms needed.
Choose a hotel with facilities to meet your needs.
Consider hotel services that will enhance the stay of special guests.
If possible, visit a site in person and get a sense of their service.
Book Your Next Meeting or Event
Submit a Request for Proposal
Creating a Request for Proposal (RFP) allows a property to see the information about your group or event. Document all site requirements, including:
Preferred and optional dates
Number and type of guest rooms
Number, size and usage of meeting rooms
Range of acceptable rates
Dates and types of meal functions and breaks
Exhibits and any other special events or activities
Book a Small Meeting or Event
Book in one click: Plan your next small meeting, event or group and book instantly with our online instant book functionality. Reserve venues for up to 50 attendees and/or book room blocks of 10–25 rooms at participating hotels.
Earn Marriott Bonvoy Points
As a Marriott Bonvoy member, you can earn up to 60,000 points on eligible room, food, beverages and audio/visual charges, as well as earn 1 Elite Night Credit for every 20 room nights you book – up to 20 Elite Night Credits per event. Consult our handy Points Calculator to estimate the amount of points you can earn.
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