CONVENTION RESUMES
- Askar DG KAMIS
- Dec 14, 2025
- 5 min read
Goal: A Convention Resume will be completed for all "large" and/or "complex" groups, as designated by the Convention Coordinator and/or Sales Department.
SCOPE:
To detail all pertinent information on an upcoming group.
AUTHORIZATION & RESPONSIBILITY:
The Convention Coordinator and/or Sales Department must determine which groups will require a Convention Resume. For most of Tecton operated properties, the suggested guideline is to require a resume for groups utilizing 50 or more rooms per night. A resume should also be completed for groups with "special" or "complex" requirements (i.e. extensive audio visual, meeting set ups, etc.) or when all details cannot be covered by the Banquet Event Orders.
PROCEDURE:
The Convention Resume should be completed two weeks prior to the arrival of the group. The resume should be distributed to all managers in the hotel. A copy of the Convention Resume must remain in the group's sales file and should be updated as needed. Major updates should be issued to the resume
recipients immediately, minor updates can be communicated at the Pre-Convention Meeting, if applicable. The Convention Resume should also be available for distribution at the Pre-Convention Meeting.
The Convention Resume should include, but is not necessarily limited to the following information:
The name(s) of the Sales Manager and Catering Manager responsible for the group
Group Name
Group Contact
• The individual responsible for planning the convention.
• The individual with whom the property has been dealing.
Group History
• Is this a first-time meeting?
• Where has the group met before?
• How do their attendance projections hold up?
• How will this information affect the property?
• Any past problems or difficulties?
• Past arrival and departure times.
Day(s) and Date(s) of the convention.
The number of rooms blocked and picked up for each day.
• Also list the date of the pickup count.
• List "cut-off" date.
Number of Persons - This information should be obtained from the Room Block, Function Information Sheet or the Banquet Event Order.
Rates - Single, Double Parlor, Suite and any other special room rates.
Complimentary Rooms
• How many complimentary rooms are authorized?
• What type(s) of rooms are complimentary (suite, parlor, single, etc.)?
• Under whose name are the complimentary rooms to be listed?
• Determine the arrival and departure dates for complimentary rooms.
V.I.P.’s
• Who are they? List their title(s) and arrival and departure dates if not already noted under complimentary rooms.
• Are any complimentary orders to be sent to the V.I.P.’s?
• Welcome cards for V.I.P.’s?
• Should any gifts be sent to the important V.I.P.’s
Credit Policy
• How is each person paying their bill?
• Are there exceptions to the normal group policy?
• Are there any unusual billing requests?
• Are there any large or unusual check cashing needs?
• How to handle no-show billings?
Master Billing
• Who is authorized to sign charges to the Master Bill?
• To whom is the Master Bill to be sent?
• Who is authorized to approve the Master Bill?
• How will the Master Bill be paid, and when?
Front Office/Reservations
• Detail major check-in/check-out times.
• Are special suite and/or parlor set-ups?
• Are they to be used for meetings?
• How is the registration to be held? Pre-registered in advance of the group's arrival, or will each individual register as they arrive?
• Any need to block entire floors?
• Are all reservations guaranteed?
• Does the group expect many walk-in guests?
• Is there a need for a press room? List dates and also if phones, typewriters, etc., are to be in the room.
• Dressing room needed for special event, entertainment, etc.?
• Special safety deposit box needs?
• Any large or unusual check cashing needs?
• Will there be a rooming list or will each individual be responsible for their own reservation?
• Is there a cut-off date beyond which the block of rooms held will be released and reservations no longer accepted?
• Early check-in, late check-out needs?
Bell Stand
• Major check-in/check-out days and times.
• Means of arrival (i.e. Car, Bus, Flying, etc.) and any transportation needs.
• How are gratuities handled (if not on own, how much per person?)
• Any special van requests?
• Are there any special needs (i.e. handicapped or elderly who may require additional baggage help).
• Is there any need for baggage storage?
• Any additional newspapers for delivery?
Outside Activities
• Are there any group functions outside of the hotel? (Buses needed, dates, time, number of people, etc.)
• Special requests for speakers?
• Any requirements for magazines, maps, etc.?
• Will there be a separate spouses' program?
PBX
• Where is the registration desk located so PBX can transfer calls to the area?
• Any beepers or special communications equipment required?
• Special phone installations - where, what time, how many? (i.e., data lines, FAX Machines, published numbers, etc.)
• Are calls to be placed to individual rooms?
• Will there be a press room? List room and dates?
• Special requirements for wake-up services? Individually or as a group at one set time?
• Message handling requirements?
Security
• Any storage or special areas that will need to be guarded?
• Will any beepers be required?
• Are there many (unescorted) women attending that will require assistance?
• Any need for additional security guards? List dates, time, price per hour and the number of guards required.
• Will the group require a parking area for buses? How many and when?
Recreation
• Will the pool need to be open later than usual? List additional charges for this service, date(s), time(s).
• Spouses and/or children traveling with group, requiring additional staffing.
Housekeeping
• List any rooms requiring "special attention."
• Are there any suite and/or parlor set ups? Are they to be used for meetings, hospitality rooms, etc.?
• Major check-in/check-out dates and times. (Early checking, late check-out needs?)
• Restrooms which will require constant restocking (near what areas, what days, times, etc.).
• Special needs for extra towels, cots, bedboards, plastic versus normal glasses, etc.? Special guest room cleaning requirements, early, late?
• Turn down services required?
Engineering
• Exhibits - List set up/tear down dates and times. List rooms being used for exhibits.
• How many exhibits are expected?
• What is the size of the exhibits? - booths, table tops, etc.
• Special room temperature requirements for exhibits, meetings, displays, storage, etc.?
• Special electrical needs?
• Special audio visual needs?
Restaurants, Lounges
• Special needs for opening and closing time changes?
• Special group tastes?
• Price range/budget conscious?
• Short meal breaks requiring unusually fast service?
• Heavy lounge users, or non-drinkers?
• Special lounge needs (i.e. used for lunch, etc.)?
Room Service
• Will bulk orders be required (many complimentary orders given out - if so, by the client or Sales department)?
• Delivery dates and times for VIP packages?
• List hospitality suites - dates, room numbers, contact's name, what is required in each suite?
Catering Service
• Any special requirements or details not included on Banquet Event Orders?
Gift Shop
• Special "theme" items
• Additional sundries
Miscellaneous
• Are the meeting, hospitality suites parlors, etc. to be posted?
• Photocopy or "FAX" service required?
• Time and cost?
• List the group's total itinerary so all managers are aware to the total convention (i.e. how many meetings, free time, catered meals, outside functions, etc.).
Banquet Event Orders
• All Banquet Event Orders should be attached to the resume.
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