Transcript Document

Chapter 13
Function Rooms and
Meeting Setups
Convention Management and Service
Seventh Edition
(478CSB)
© 2006, Educational Institute
Competencies for
Function Rooms and Meeting Setups
1. Describe function rooms and how they are managed.
2. Identify various meeting room setups and describe
when each is commonly used, summarize how
function rooms are broken down, describe meeting
rooms of the future, and explain why it is important
to monitor function room usage.
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Function Room Assignments
Made by CSM with meeting planner and with
approval of director of sales
Criteria
• Room size and capacity under required room setup
• Type of event/presentation style
• Room location with regard to traffic
• Room location with regard to who’s next door
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Function Room Assignments
(continued)
Timing
• Tentative assignments at point of booking
• Definite assignments at least 60 days before event
• Some planners require definite assignments in
contracts
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Function Room Size and Layout
Use these criteria for choosing a size in room
assignment:
• Expected number of attendees
• Room setup
• AV equipment
• Lectern or head tables
• Clothes racks, props, tables, or handouts
• Coffee service
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Function Room Size and Layout
(continued)
Put similar meetings back to back.
Remember additional items for meeting rooms:
• Pads and pencils
• Ashtrays
• Water glasses and pitchers
• Place cards
• Handout materials
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Setup, Breakdown, and
Function Room Charges
Timetable for Setup and Breakdown
• Allow enough time
• Inform planner if current schedule
does not allow enough time
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Setup, Breakdown, and
Function Room Charges
(continued)
Function Room Charges
• Vary by property and according to amount of
business the group brings
• Can be used to compensate for discounted
guestroom rates
• Maintain a firm list of rates
• Many properties have sliding scales based on
guestroom pickup
• Charge for function rooms if guestroom revenue
does not cover setup, cleanup, and teardown costs
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Release Dates, Multiple Groups,
and Employee Procedure Manuals
Release Dates
• Set in letter of agreement or contract
Simultaneous Meetings
• Most properties host more than one
group at a time
Use of Function Rooms by Others
• Avoid booking competing groups for
the same time
• Planners may want control of space
• Small property’s advantage
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Release Dates, Multiple Groups,
and Employee Procedure Manuals
(continued)
Employee Procedure Manuals
• Includes meeting room setups and setup
procedures
• Houseperson training and job description
• Update periodically to include new
furniture, equipment, and procedures
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Scaled Drawings and Function
Room Furniture
Scaled Drawings
• Have one of each function room for in-house use
• Include much detail
• Include doors, windows, pillars, elevators,
electrical outlets, and obstructions
• Include ceiling height and capacity in the most
popular setups
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Scaled Drawings and Function
Room Furniture
(continued)
Function Room Furniture
• Criteria: strength and durability, ease of handling,
ease of storage, flexibility, comfort
• Chairs
• Tables: Velcro-backed draping, snap-drape skirting
• Platforms: use carpeting and skirting if platforms
are worn
• Lecterns: table and floor; permanent light fixtures;
built-in speakers; AV controls
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Auditorium or Theater Setup
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Chairs set up in rows facing the speaker
First row should be 6 feet from edge of head
table or platform
Center aisle most common, but use of two
aisles increasing
Aisle size regulated by code: usually 6 feet for
large groups; 4 or 5 feet for smaller groups
Variations on theater style: semicircular with
center aisle; V-shaped
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Monitoring Function Room Usage
Calculate cost of leaving function space unused
Track the following:
• Function room occupancy by meal period
• Types of functions
• Use of guestrooms by function groups
• Popularity of individual banquet menu items
• Sales revenue per square foot of function space
• Average banquet check by type of function
• Pattern of unused times and days
• Average number of persons by type of function
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