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Chapter 12 Preparing for the Event

Chapter 12 Preparing for the Event. Convention Management and Service Seventh Edition (478CSB). Competencies for Preparing for the Event. Explain the purpose of a pre-convention meeting and the function of a key personnel roster.

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Chapter 12 Preparing for the Event

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  1. Chapter 12 Preparing for the Event Convention Management and ServiceSeventh Edition (478CSB)

  2. Competencies forPreparing for the Event • Explain the purpose of a pre-convention meeting and the function of a key personnel roster. • Describe the format and uses of the resume (specification sheet) prepared by the convention service manager. • Describe the format and uses of the banquet event order (function sheet) in servicing conventions and group meetings. • Describe the importance of communication and follow-up in servicing meetings.

  3. Preconvention Meetings:Westin’s Operation Excell • Held a day or two before delegation arrives • Meeting planner, convention service manager, and department heads present • Review resume • Recognition pins for meeting planner and the group’s planning staff • Postconvention meeting

  4. Making Communication Easier Key Personnel Roster • List of key hotel contacts • Often requested by meeting planners • Many CSMs prefer that planners go through CSMs; one channel • Compromise: Give planners the roster, but emphasize role of CSM Recognition Pins for Group Planning Staff Marriott’s Red Coat Service

  5. Resume (Specification Sheet) • Also called the bible, summary, or master prospectus • Comprehensive overview of entire program • Details activities hour by hour and day by day • Prepared by CSM and meeting planner • Distributed at least a week in advance to all staff servicing the convention

  6. Banquet Event Order (Function Sheet) • Also called event form; banquet event order • Covers functions within the larger event • Serves as guide for hourly employees • Includes seating layouts; decorations; visual aids; covers; date; time; room name • Staging guides

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