120 Days in Advance
- Rooming List - Review reduction of room block (if applicable).
90 Days in Advance
- Rooming List - Review reduction of room block (if applicable).
60 Days in Advance
- Rooming list - Designate VIP's, special room combinations, and special billing requirements.
- Transportation Requirements - Arrange any individual or group transportation; arrival, departure and functions.
- Tour Information - Schedule any off-property attractions.
- Reservations - Private functions and dining reservations for on and off property.
- Entertainment- Arrange any special events and entertainment.
- Meeting Supplies.
- Special Conference Technology Requirements - Make sure that any scheduled speakers are contacted to arrange special audio-visual needs.
- Recreation - Golf, Tennis, or special planned activities.
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45 Days in Advance
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- Final Rooming List - Final rooming list and master account billing instructions should be sent to your conference service manager for review.
- Finalize Events and Transportation - Special entertainment plans and off-property requirements including transportation, reservations and tour.
- Create Menu - Discuss questions on banquet menu and wine list.
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30 Days in Advance
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- Final Program and Booking recap - Discuss final program day by day including booking recap, room block, billing forms and special instructions.
- Meeting Times - Evening meetings, daily schedules, etc.
- Confirm/Review Meeting Space Setup - Discuss the layout and create diagrams of room setup.
- Confirm Audiovisual Needs - Confirm audio-visual equipment and services with Conference Technology team.
- Confirm Special Sets - Speaker tables, risers, podiums, etc.
- Finalize Catering - Confirm special event menu and wine choices.
- Finalize Decor - Flower centerpieces, balloons, etc.
- Confirm Speaker - Confirm accommodations, transportation and special needs for the speaker.
- Organize After Dinner Plans - Have after dinner suggestions prepared for guests.
- Planned Sports Activities - Review any and all activities including golf tee times, tennis times and number of courts reserved. Sports bar activities and any food and beverage requirements for sports activities.
14 Days in Advance
- Finalize and Reconfirm the Agenda, Room Block and Events.
- Sign Off On Final Agenda
3 Days in Advance
- Confirm Number of Guests/Participants with Resort - All guarantees for sports, special services and group meal functions required at this time.
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