Chapter 13 Function Rooms and Meeting Setups

1. Chapter 13 Function Rooms and Meeting Setups Convention Management and Service Eighth Edition (478TXT or 478CIN) Courtesy of InterContinental Hotels Group

2. Competencies forFunction Rooms and Meeting Setups • Describe function rooms and how they are managed. • 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. 

3. Courtesy of Lowes Hotels

4. 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 (continued)

5. Function Room Assignments Timing • Tentative assignments at point of booking • Definite assignments at least 60 days before event • Some planners require definite assignments in contracts (continued)

6. 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 (continued)

7. Function Room Size and Layout (continued) Put similar meetings back to back. Remember additional items for meeting rooms: • Pads and pencils • Water glasses and pitchers • Place cards • Handout materials

8. Meeting Room Plans • PCMA certifies the accuracy of meeting space • Capacity charts with dimensions and scaled drawings of meeting space are required by planners • Computer-assisted design (CAD) programs are used by most hotels • CSMs should be aware of Americans with Disabilities Act guidelines when preparing meeting room plans

12. Setup, Breakdown, and Function Room Charges Timetable for Setup and Breakdown • Allow enough time • Inform planner if current schedule does not allow enough time Courtesy of Hyatt Hotels (continued)

13. 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 • If a group uses enough guestrooms, there is often no charge for function rooms

14. Release Dates, Multiple Groups,and Employee Procedure Manuals Release Dates • Necessary to allow your property to sell the space with some lead time should the group not book as anticipated • Set in letter of agreement or contract Simultaneous Meetings • Most properties host more than one group at a time (continued)

15. Release Dates, Multiple Groups,and Employee Procedure Manuals (continued) Use of Function Rooms by Others • Avoid booking competing groups for the same time • Planners may want control of space • Small property’s advantage of being able to accommodate only one group at a time Employee Procedure Manuals • Includes meeting room setups and setup procedures • Houseperson training and job description • Update periodically to include new furniture, equipment, and procedures.

16. 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 (continued)

17. 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

20. Auditorium or Theater Setup • 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 (continued)

21. Auditorium or Theater Setup (continued) • Benefits: - Perfect for shorter presentations, seminars, lectures, and Q & A’s - Best suited for presentations that require more elaborate A/V technology • Best meeting uses: - Teaching/training - Lecture/presentation - Team-building - Executive presentation - Seminar - Workshop

22. Theater Setup • Seats are in rows facing the stage area, no tables. • Benefits: • - Perfect for shorter presentations, seminars, lectures and Q&A’s • - Best suited for presentations that require more elaborate A/V technology • Best Meeting Uses: • - Teaching/Training • - Lecture/Presentation • - Team Building • - Executive Presentation • - Seminar • - Workshop Stage This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

23. Schoolroom Setup • Rows of tables with chairs face the front of a room and each person has a space for writing or using a computer. • Benefits: • - A classical approach for both large and small seminars and training programs where attendees need work space for notes • - Lends itself to a Q&A session with the facilitator rather than interactive discussion between participants • Best Meeting Uses: • - Teaching/Training • - Lecture/Presentation • - Executive Presentation • - Seminar Stage This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

24. Sample Schoolroom Setup Courtesy of Swissôtels Hotels and Resorts

25. Chevron Setup Stage • Chairs are arranged in rows slanted in a V shape and separated by a center aisle. They face the head table or speaker. • Benefits: - Productive large group setup with speaker as focal point - Increased eye contact between the group and the speaker • Best Meeting Uses: - Teaching/Training - Lecture/Presentation - Discussions/Negotiations - Executive Presentation - Seminar - Conference This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

26. Crescent Rounds Setup • Round tables arranged to maximize seating requirements for a variety of purposes. • Benefits: • - Ideal for meal-centered meetings and banquets encouraging business and socialization for any size group • - No back is facing the speaker • - Less elbow room than a cluster • Best Meeting Uses: • - Meeting w/ meal Stage This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

27. Sample Crescent Rounds Setup Courtesy of Langham Hotel, Pasadena, California

28. V-Shape Theater Setup • Seats are in rows facing the stage area, no tables. • Benefits: • - Perfect for shorter presentations, seminars, lectures and Q&A’s • - Best suited for presentations that require more elaborate A/V technology • Best Meeting Uses: • - Teaching/Training • - Lecture/Presentation • - Executive Presentation • - Seminar • - Workshop Stage This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

29. Sample V-Shape Setup Courtesy of Fairmont Hotels & Resorts

30. U-Shape Setup • Series of tables set up in the shape of the letter U with chairs set all around on one or both sides. • Benefits: • - Promotes an open forum for smaller groups of up to 40 people • - All participants are able to make direct eye contact with one another • Best Meeting Uses: • - Teaching/Training • - Meeting w/ Meal • - Discussion/Negotiations • - Team Building • - Conference/Exchange • - Brainstorming Stage This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

31. Hollow-Square Setup Stage • Tables set in a square (or rectangle) with chairs placed around the outside of the table. Center (inside) table is hollow. • Benefits: - Facilitates group discussions and brainstorming but can also accommodate the agendas of multiple speakers - Works for both small and mid-size groups utilizing various technology • Best Meeting Uses: - Board Meeting - Discussion/Negotiations - Team Building - Conference/Exchange - Brainstorming This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

32. Sample Hollow-Square Setup Courtesy of Fairmont Hotels & Resorts

33. Boardroom Setup • Rectangle or oval shaped tables are set up with chairs on both sides and ends. • Benefits: • - A formal executive level set-up designed for meeting with one primary facilitator • - Good space for a comfortable working session, as well as food and beverage • - Ample room for teleconferencing and visual presentations • Best Meeting Uses: • - Board Meeting • - Lecture/Presentation • - Executive Presentations • - Conference/Exchange • - Brainstorming This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

35. 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