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Function Room Management: Determining Needs, Assignments, and Charges - Prof. Michelle Par, Study notes of Hospitality and Tourism

University of Central Florida (UCF)Hospitality and Tourism
Prof. Michelle Paradiso

Insights into managing function rooms for events and meetings. Topics include determining realistic function room needs, types of function rooms, meeting room plans, timetables for setup and breakdown, managing function space, sales restrictions on function space, function room charges, and meeting room revenue management. It also covers basic meeting setups and future trends.

Typology: Study notes

2010/2011

Uploaded on 11/01/2011

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Function(Room(
Setups/
Ms. Michelle Paradiso
Function(Rooms(&(
Meeting(Setups/
• Determine realistic function room needs early.
o Prevents groups from holding rooms they will not use
o Allows sales staff to pursue other business to fill hotel
• Types of Function Rooms
o Do property analysis
o In addition to standard meeting space (exhibit halls, ballrooms, &
conference rooms), other public spaces can be used – what types of
spaces?
• Meeting Room Plans
o Scale drawings must be provided to the meeting planner!
Function(Room(Size(&(
Layout/
• Consider the following to determine size needed:
o Expected # of attendees
o Room setup
o A/V Equipment
o Lectern/Head Tables
o Clothes Racks, props, tables, or handouts
o Refreshment service
• Put similar meetings back to back to reduce labor
costs and changeover time.
• Additional requirements
pf3
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Download Function Room Management: Determining Needs, Assignments, and Charges - Prof. Michelle Par and more Study notes Hospitality and Tourism in PDF only on Docsity!

Function Room

Setups

Ms. Michelle Paradiso

Function Rooms &

Meeting Setups

  • Determine realistic function room needs early. o Prevents groups from holding rooms they will not use o Allows sales staff to pursue other business to fill hotel
  • Types of Function Rooms o Do property analysis o In addition to standard meeting space (exhibit halls, ballrooms, & conference rooms), other public spaces can be used – what types of spaces?
  • Meeting Room Plans o Scale drawings must be provided to the meeting planner!

Function Room Size &

Layout

  • Consider the following to determine size needed: o Expected # of attendees o Room setup o A/V Equipment o Lectern/Head Tables o Clothes Racks, props, tables, or handouts o Refreshment service
  • Put similar meetings back to back to reduce labor costs and changeover time.
  • Additional requirements

Timetable for Setup &

Breakdown

  • To avoid poor service – adequate time must be allowed for setup/ breakdown of function rooms.
  • Inform the planner of setup/breakdown requirements o Needs to be done to ensure that good service is maintained if program adjustments need to be made.

Managing Function Space

  • CSM responsible for room assignment o Needs approval from director of sales in conjunction with meeting planner
  • Considerations when assigning function rooms: o Size/capacity under required room setup o Type of event/presentation style o Room location with regard to traffic o If group requires that meeting space be reserved on a 24-hr basis, generally hotel will charge extra o Room location with regard to whom is meeting next door

Managing Function Space

  • Definite room assignments should be made 60 days out
  • Tentative room assignments should be made at the time of booking
  • Some planners require definite room assignments to be stated in the contract or letter of agreement
  • It is essential to know which members of convention staff can authorize last minute changes
  • Possible changes/problems should be discuss by all relevant hotel & convention staff at the pre-con meeting

Function Rooms

  • Release Dates o Set a date in the letter of agreement o Not getting one can inhibit other sales efforts
  • Several Meetings at the same time o Most properties have more than one meeting at any particular time
  • Use of meeting rooms by others o (^) competing groups concurrentlyHotels must avoid booking o (^) interested in who else is in-Convention planners will be house & may want to control space during trade shows & large conventions o Small properties can offer group exclusivity

Meeting Setups

  • Scaled Drawings o Should be prepared of each function room for in-house customer use o List each room’s dimensions, ceiling height, permanent stage, and capacity under the most popular meeting layouts o Should include doors, windows, pillars, elevators, electrical outlets, & obstructions

Basic Meeting Setups

  • Auditorium/Theater o Chairs set up in rows facing the speaker o 2 inches between chairs side by side (space) o 36 incuses from chair center to chair center (distance) o Aisle size regulated by code: - Usually 6 ft for large groups; 4-5 ft for small groups o First row should be 6 ft from the edge of the head table or platform o Center aisle most common – 2 aisles are becoming popular o Number of chairs in each row should be limited to allow access o Variations on theater style o Space and distance vary with larger chairs

Setups with Tables

  • Schoolroom/Classroom
  • Schoolroom Perpendicular
  • U Shape
  • Horseshoe
  • Hollow Square and Hollow Circular
  • E-Shape
  • T-Shape
  • Board of Directors
  • Round Tables
  • Circular Buffet Table

Setup Time

  • Important – need to know time for each room for each seating arrangement
  • Inform meeting planner of the same
  • CSM should make up chart with setup time information listing time for max capacity under each setup
  • Include breakdown times, union regulations

Meeting Rooms of the

Future

  • Wireless
  • High-speed internet
  • Becoming the norm – especially in newer properties
  • Leather seating in board setups will become more common