PRE-CONVENTION MEETINGS

Goal: The property will hold Pre-Convention Meetings to discuss pertinent information on upcoming groups as designated by the Convention Coordinator and/or Sales department.

SCOPE:

• To promote the exchange of information about an upcoming group.

• To ensure complete and open communications (regarding groups) between hotel departments (and the Meeting Planner, as applicable).

• To introduce the Meeting Planner to the Hotel Staff and viceversa.

  
  

RESPONSIBILITY:

Convention Coordinator, Sales Department.

AUTHORIZATION:

It is impossible to establish exact criteria to determine when to hold a Pre- Convention Meeting. The meeting should be held when the group is large and/or complex enough to justify the managers' time involved. Final determination as to whether or not to hold a Pre-Convention Meeting will be made jointly by the General Manager, Rooms Director/Director of Operations and the Director of Sales.

PROCEDURE:

1. The Convention Resume should be completed and distributed at least two days prior to the meeting. (See SOP # Convention Resumes).

2. Attendance will be mandatory for the following individuals:

   • General Manager

   • Rooms Director/Director of Operations

   • Director of Hotel Sales

   • Director of Food and Beverage

   • Chief Engineer

   • Controller/or Assistant Controller

   • Director of Catering

   • Executive Chef

   • Director of Security

   • Reservations Manager

   • Executive Housekeeper

   • Convention Coordinator

   • Banquet Manager

   • Front Office Manager

   • Food and Beverage Outlet Managers

   • Sales Manager(s) Responsible for Group

3. The meeting should be held from two to five days prior to the arrival of the group. This may change if the Meeting Planner is to attend the meeting. If this is the case, the meeting should be scheduled at the Meeting Planner's convenience.

4. The meeting should have an established agenda, using the Convention Resume as a guide. The purpose of the meeting is to disseminate information and to answer questions, NOT to read the Convention Resume.

5. Suggested topics to cover are outlined in the Convention Resume.