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There are few business sectors with more rapid staff
turnover than the hotel industry and the conference
planner needs to be careful that the promised service
levels are realised.
As a rule, hotels gain most of their revenue from the
sale of accommodation and it is essential that function
space and the management of it does not play second
fiddle.
Our company has worked with most of Australia's leading
conference hotels over many years and there a number
of items that need to be checked on each and every occasion:
- Hotels
need to provide first class account managers who are
the main point of contact throughout the planning
and delivery period. Continuity is essential and the
contact person should be readily available.
- Ensure
there is bold signage on arrival and throughout the
venue to assist delegates and help "brand" the conference.
Function room staff wearing tee shirts or badges of
the conference logo help build the sense of occasion.
- There
needs to be sufficient undercover break out and function
space and this needs to be specified when the booking
is made. If outdoor functions are to be held, a wet
weather contingency plan must be in place. When several
events are being mounted simultaneously, the impact
of noise from one event on the other needs to be taken
into account.
- Sight
lines for all delegates must be assured when the conference
décor is being planned.
-
The chain of command for technical staff must be established
well ahead of the event, particularly if non-hotel
crew are employed. Crew
meals need to be budgeted for.
-
Many conferences sink or swim on the quality of the
food & beverage. Is the hotel flexible with regard
to its menus for coffee breaks and conference dinners?
- Online
facilities such as internet cafes are becoming integral
to modern conferences. Having internet access available
in the business centre only is insufficient today.
- Dedicated
speaker and/or entertainers' ready rooms must be allocated
and be easily accessible to the plenary room.
- Always
ask your hotel account manager what recent conferences
have been hosted in the venue and what worked particularly
well and why. This is a good way to build working
relations with the hotel staff.
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