Eventschklist
Download as doc, pdf2 likes1,248 views
This document provides an events management checklist for hotel staff to use when planning events. It lists various event details that need to be confirmed with organizers, such as room setup, menus, signage, guest accommodations, audiovisual needs, billing instructions, and transportation. The checklist is to be completed upon receiving an event inquiry to indicate required information and ensure all details are obtained from the organizer prior to the event. Proper planning using this checklist helps minimize changes and ensure event success.
Eventschklist
- 1. SHANGRI-LA HOTELS & RESORTS (Events Management Checklist) Who For Events Management Staff internal use only What There are many detailed requirements in a single event, and the various departments in the hotel mainly rely on the Events Management Staff to provide these details in order to make preparation to ensure the success of the event. Prior planning in obtaining the suitable information is essential and important in minimizing the number of changes during the actual event. How to Use Upon receiving the event enquiry / lead, the Events Management Staff are to: - Review the type of event and its requirements - Use the checklist and tick 4 the items that the hotel requires from the organizer in order to prepare for the event - Coordinate with the organizer and cross out 8 the items upon obtaining the information required - Note that requirement for each event is different. Therefore, a new checklist is to be used for each event / file Hotel to Note Note that the list indicates general requirements of an event, therefore there may be other special guest request based on individual event organizer. Eventschklist.doc Template updated on 25.6.2002
- 2. EVENTS MANAGEMENT CHECKLIST Contract is Signed Function Room Setup Menus Signage Wordings Review Guest / Function Shrinkage U-Shape Type of Menu Selected Directional signage Follow-up Pre-Payment Theatre Chinese No. of Easel Stands Send Introduction Letter Classroom Western Electronic Signage Pre-Convention Meeting Fish-Bone Buffet Door-card Signage Hollow Rectangular Others Guest Room Checklist Banquet Round Type of Service Transportation Rooming List Others No of vehicles Guest full name Stage Setup Coffee Breaks Vehicle number Name of Sharer Back-Drop / Banner Flexible Mix & Match Schedule / Timing Arrival & Departure Dates Risers Theme Coffee Break Driver Name / Contact Flight Details / Timing Floor-plan AM & PM Timing Reserved lots for VIP Room Category AV Requirement Car-park coupons Single / Twin / Double Bed IT Requirement Food Arrangements Complimentary / chargeable Room Rate Quantity to prepare Others Early Check-in Linen Special Dietary Required Tent-cards Late Check-out Tablecloth Venue to be Served Nametags Express Check-in / Check-out Napkin Timing to be served Type of Flowers * Nationality Seat Covers / Tassels Program during meals Plant Groupings * Credit Card Bev. Arrangements Seating Arrangement Event Itinerary * Passport details A la Carte Print menu-cards Event Contractor Beverage Package Ice Carving Special Rm Requirements Billing Instructions VIP Requirements Telephone Lines Smoking / Non-Smoking Venue to be Served Extension Line Additional Bed Timing to be served Billing IDD Line Golden Circle Member VIP Requirements Authorized Signatory ISDN Line Special Amenities Guaranteed Attendees ADSL Line Pool / City View Banquet Event Order Expected Attendees Broadband Health Facilities Group Resume Billing Address Thank You Letter Complimentary / Up-sell Rooms Amendment Sheet Credit Arrangement Post-Event Critique Giveaway to Organizer Other Requirements: ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ______________________________________________________________________________ Eventschklist.doc Template updated on 25.6.2002