You can begin to negotiate with the salesperson form the property on the terms of the contract that will eventually be signed. If you've held a similar meeting before, you may strengthen your bargaining position by mentioning how much was spent on basic items. Regardless of the venue, make sure you have a written contract that outlines the guestroom commitment, room rate, complimentary accommodations, reservation and deposit procedures, method of payment, meeting space, banquet space and cancellation policy. After the contract is signed, your meeting file will be turned over to the property's convention services manager. Think of this person as your in-house meeting planner, the person who, from now until your meeting ends, will coordinate all your needs and serve as liaison between you and other departments within the property.
Airlines have special departments that handle groups.
If you're expecting high-level executives or other VIPs, you'll have to arrange limousine transfers. To expedite check-in, the property will need to be briefed on the arrival pattern of attendees. As the meeting nears, a schedule of meeting-related activities and food and beverage functions should be drafted and shared with the convention services manager. Meeting-room setup depends on the nature of the sessions. Use an auditorium-style setup when a speaker is addressing the group.