Dealing with Documentation

 

The documents used to record all the details of a meeting vary by originator and/or the party responsible for completing them.

The site and supplier selection process is greatly simplified with a Request for Proposal (RFP). This document contains all of the specific meeting requirements and often includes primary selection and decision procedures. If there are any variations once the RFP has been sent out, a change order will verify the change and require an acknowledgement from the vendor.

The planner has the most comprehensive collection of information in the Events Specification Guidebook (ESP). Also called the specifications guidebook or meeting bible, this is a compilation of all function sheets, scripts, instructions, room setup diagrams and other materials relating to the event. This is typically in a tabbed, three-ring binder and/or a similar electronic version. Another format for the specifications guidebook is a formatted check-off system called a staging guide. A standardized staging guide form is completed for each event within a meeting, and all forms are compiled later.

Function sheets are a key planning tool and an important communication avenue between the planner and the convention services manager. A chronological outline of events scheduled before, during and after the meeting, a function sheet should include the group and event name, day and date, room, timetable, specifics on setup, audiovisual, size of group, food and beverage requirements and other information specific to the planner and meeting.

Completed function sheets (and their revisions) should be sent to the facility’s convention services manager. The information and intent will be translated onto event orders. (The terms function sheet and event order are used interchangeably because they contain the same information and vary only in where they are distributed.) A Banquet Event Order (BEO) is similar but contains more detailed food and beverage information.

Along with event orders and BEOs, most of the facility’s departments receive a meeting resume, a collection of all details related to the gathering, including guest room information, billing arrangements and meeting requirements. Before the pre-convention meeting, it is beneficial to compare the resume to the event specifications guidebook.

To assist with future planning efforts, many facilities provide a post-convention report within 30 days after a meeting. A valuable asset in compiling meeting history, this reports the actual number of guest rooms used out of the block (pick up report), food and beverage summaries, function room breakdown, exhibit information and other activities. The final resume is usually attached.

Several other forms are used beyond those associated with a facility. For example, speakers and exhibitors will receive important informational documents. Speaker’s guidelines will cover the format for handouts as well as other pertinent information. They should then complete a speaker audiovisual request form to be incorporated into the larger equipment order. Similarly, an exhibitor service kit contains all the forms to secure the necessary service providers for a trade show segment.

© 2008 Cris Canning CMP    All Rights Reserved