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RELATIONSHIP MANAGEMENT & COMMUNICATION
Do you have best practices in place for conferences? If so, please briefly describe. Are there any negative practices which we should avoid?
What method(s) of communication do you utilize for our team members to contact your staff case of urgent need or emergency?
Will we be able to meet with all relative hotel department heads for a “minute by minute” overview on Friday afternoon or evening before the start of the events?
We need a contact at our shoulder ten minutes before each breakout session to stay with us until everything is up and running smoothly. We usually have 3 breakout sessions running simultaneously. We will need to know who our support person will be at each specified allocated time, ahead of time. Is this possible?
HOTEL SUPPORT & SCHEDULE
What is the strategic set up for additional resources, in case we need additional items, like chairs tables etc.?
What is the average response time for each transition once request is made?
Do you have enough staff to cover immediate needs in multiple rooms at the same time: for services, meals, room refresh, sleeping room cleaning, cleaning etc.?
How often will your staff turnover during our conference? Will we be notified and introduced to the new staff at time of turnover?
Do you have a Business Center available on site, such as a FedEx office or any in-house services?
Please advise how shipments should be labeled, where they should be addressed to, and how/where they will be stored until we arrive.
How long does the team need to refresh a space? (This impacts the length & schedule of our breaks)
Where will the breakfast & lunch buffets be located? (i.e. in the hallway, in the back of the general session room)
How does the water refresh work? Are pitchers on the tables or do you use water stations?
Please explain coffee availability & refresh for breaks.
How flexible are you with space, if additional meetings are requested during or after the conference? (Ex. key executives may request space, immediately following the conference up to a day after the conference, and sometimes even during the conference)
We offer 6 ft tables to our vendors during Sunday through Tuesday (approximately 30 vendors)? Is there ample space near the buffets for our vendor tables?
What is the next largest conference room aside from ballroom?
Are there hallways behind the doors of the ballroom or any other areas which may cause noise issues during sessions?
How long is the ballroom? How wide is the ballroom? Where are the dual screens set up? (Can they be positioned so the audience is shallow and as close to the screen as possible?)
If a group is moving from general session to break out, how long do they need? Is it confusing? Does it require additional communication?
Is there a dedicated area we can use for conference registration?
Will we have use of a lockable room as our “staging” or storage area?
LOCAL ATTRACTIONS & ENTERTAINMENT
Are any attractions, restaurants, bars and venues located within walking distance of the hotel? If so, How many?
Does the hotel offer any type of discounts to local attractions? Transportation?
Will you provide us with a List of local preferred restaurants, bars and attractions, running/walking trails, etc.?
Please feel free to upload any files you'd like us to have.