The following is based on
pre-convention meeting criteria created by Financial &
Insurance Conference Planners (www.ficpnet.com). The association is
headquartered in Chicago.
Determine what will be covered. Plan
to discuss important information about the meeting, including the
sponsoring firm’s expectations.
Set a date and time. A pre-con
typically takes place 24 to 48 hours prior to the event.
Pick a place. Most pre-cons are held
at the facility where the meeting or event will take place. At this
time, planners also should be able to conduct a final walk-through
of all facilities being used.
Include all relevant parties: key
members of the planning team, managers from each department
servicing the meeting (such as housekeeping, catering, security and
A/V) and any suppliers instrumental to the success of the
Be prepared. Have on hand:Business cardsAn organizational chart of the company’s attendees and/or
pictures of VIPs, if availableSample signatures of persons authorized to approve charges for
the master accountAn updated reservation listA contact list for key members of the planning team
Overall company profile/mission
Group demographics (age, gender
Guest attendance (including
Rooming list and arrival times
Requests for early arrivals
Likes and dislikes of the group in
Special needs of individual
participants, including VIPs
Security issues that pertain
specifically to the group
Distribution of room amenities and
Boxes/packages (and their air bill
numbers) sent to the property for the meeting
Banquet event orders
Communications between hotel staff
Anticipated peak activity times for
bell-desk, valet or front-desk personnel
Daily time for the meeting planner
and billing department to review bills and discuss any specific
Start with who’s who. Typically, the
conference services manager introduces the planner, who introduces
the others on the planning staff. Hotel staff introduce themselves.
They should provide business cards, contact numbers and backups, as
well as indicate their hours of operation and responsibilities of
Brief the crowd. Planners should
present a synopsis of the organization, VIPs, purpose of the
meeting, expectations and special needs of the group.
Drill down to the details. The
planner and top hotel executive present should summarize
expectations and key points. Usually a member of the planning staff
stays after the pre-con to discuss specific issues with the
catering or F&B manager.
What to take away
Keys to meeting space
Contact list of key facility
Map of facility