When you plan at Marriott or Renaissance, you can be sure of one thing: You are not alone. Every tool you'll need - including conference planning guides, other event planning guides and meeting planning services - is at your disposal.
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Selecting a Destination
Finding the Right Hotel
Submitting Meeting or Event Specifications or a Request for Proposal (RFP)
After the preliminary research is complete, create a Request for Proposal (RFP). This allows a property to see, in writing, the information about your group. Preparing the specifications is a valuable process because it requires you to think about all the needs of the group. Be sure to document all site requirements, including:
Inspecting the Site
No facility will look the same in person as it will on paper, nor will you be able to get a sense of service without going to the site. If your budget or time does not allow you to visit the site, the following options are available to you:
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Making Cost-Effective Choices
Planning the Meals
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Meeting Room Setup/Configurations
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Getting the best deal
Enhancing Your Meeting's Value
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1. First thing each morning, secure a printout of all rooms in house and a report of any "no-shows" or cancellations.
2. Early in the day, and again in the afternoon, meet with your hotel contact to review any changes in the program and/or meal counts.
3. Each afternoon, set aside time to meet with accounting to review the bills from the day before and verify that your charges are correct.
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1. Consider unique goals of individual meetings.
2. Test attendees before and after training sessions to document how much and what was learned.
3. Share Return on Investment (ROI) information with senior management and meeting sponsors.