ADVICE & TIPS

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Advice & Tips

Tips to help you plan your next meeting or conference

Years of event planning have left our team full of helpful hints and tips they can’t help but share - maximise your time in the boardroom and out.

Basic Planning Tips

  • Determine date(s) and time of the meeting(s).
  • Decide on destination and accessibility.
  • Is accommodation required? If yes, how many and what type (hotel or villa)?
  • Will food & beverage be required?
  • What type of audio visual is required?
  • Determine the total budget spend and allocation perimeters.
    - Accommodation
    - Meeting space
    - Food & Beverage
    - Audio visual
    - Travel/flights
  • Are there set meeting spaces you require setup in a certain layout?
  • If the meeting is for more than one day, determine the daily schedule.
  • Do you require a web booking link for attendees to register?

Accommodation

  • How many rooms will be required each night of the meeting?
  • What is the breakdown number of singles/twin-share and villas? Ask us about the different room types we have to offer. How many people will occupy each room?
  • What is the budgeted accommodation rate? Confirm deposits.
  • Are connecting rooms required?
  • Determine how the accommodations reservations will be made.
  • Do all rooms need to be on the same floor or wing near each other?
  • Check with the hotel when the final rooming list will be required.

    • Meeting Space

  • Determine the number of people attending each day.
  • Determine the appropriate meeting room size by viewing the capacity chart.
  • Are the start and end times the same each day?
  • Are off site areas or activities required? Are areas for breaks close-by?
  • Is natural light a priority in meeting rooms?
  • Outline your audio-visual requirements based on your agenda and speakers.
  • What type of meeting packages does the hotel offer?
  • Do the meeting package rates include 24 our access?
  • Is a phone or speaker needed? Is there a charge for phone conference dialling?
  • Is internet service required? How many ports are required and what is the cost?

    • Food and Beverage

  • Determine number of guests to be served at the meeting and at what times.
  • Determine menu and beverage choices.
  • Do guests have special dietary requirements – please advise property.
  • Where will meals and refreshments be served?
  • Will coffee, tea and water be required throughout the meeting?
  • Determine food and beverages service charges.

    • Billing and Payment

  • Who is responsible for the payment of guest rooms and the meeting room?
  • How will incidentals (phone or room charges) be handled?
  • How will final payment be made (direct deposit or credit card)?
  • Who will be authorised to make changes for the meeting that would involve extra charges from the property?
  • Is an advanced deposit required? If so, is there a payment schedule?
  • Do you need to set up a master account with the property? If so, what charges will be added and who is authorised to make those charges?

    • Additional Tips

  • Is there adequate parking for those guests driving, is there a cost?
  • Is transportation available to and from the airport? Is there a schedule or will you need to make a reservation? Is there a charge?
  • Let the property know if there are any special needs for accommodation, public areas, or meeting rooms.
  • Ensure the property is aware of the delivery and collection of goods by outside contractors.
  • What business services are provided by the property, and what are the charges?
  • Make sure you check out all the things to do in the destination before or after the meeting.
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    Lisa Walker, Sales Manager
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    HERVEY BAY QLD 4655
    AUSTRALIA

    Phone: (07) 4194 9491 / +61 7 4194 9491
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