Meeting planner checklist for a group meeting in Branson MO | Thousandhills.com
Branson Meeting Planner Checklist
We at Thousand Hills know that planning any group function can be a daunting task. Branson meetings, reunions, church retreats, workshops or seminars all involve common planning steps. With so many aspects to cover and numerous people to please, it is understandably very easy to overlook one or two details. To assist in planning your conference, meeting or event, we have compiled a checklist to help you (and us) through most of the planning phase. So, sit back, relax, over the mouse and let's scroll through the whole process step by step. Print this page & check off each item when you're done and at the end rest assured you'll be ready for your next Branson meeting or event.
Basic Planner Tips: Before you contact a provider (hotel or resort) you need to have a rough idea of the following seven points: The dates and duration of your function. Location. The number of attendees and rooms/condominiums needed. Will you need catering? Will you need a group meeting space? Will you be the sole contact or will others handle different decisions, e.g. golf, attractions, show tickets, transportation, etc.? Who will be authorized to make changes for your group that would involve extra costs from the hotel/resort?
Important policies to learn from the provider: What are the advance deposit and payment schedules? What are their cancellation and attrition policies? What local laws (health codes and liquor licensing laws) could affect your contract? What are the hotel's/resort's policies on pets, smoking and their check in and check out times?
Accommodations: How many will need lodging and is this an estimate or a guaranteed number? What will be the "breakdown number"? For example, we feature King Suites, 1, 2, 3 and 4 bedroom condominiums and cabins, so the breakdown number would be the number of people to each condo or suite. When are rooming lists due? Are there any guests with special needs? Who will be responsible for reservations and payment? Will it be the individual attendee or the Meeting Planner and will it be charged to the Master Account? What are the cancellation and attrition policies? To avoid extra fees it is best to follow the "time-lines" as laid out in the contract.
Function/Meeting Space: Specify the type of function, i.e. banquet, business meeting, seminar etc. Specify the number of attendees at each meeting time (if there is more than one meeting or meeting day). What size of space will be needed? What is the rental fee for the room/space and what are the qualifications for its complimentary use? Determine the set-up style, the fees for this and for any resets. What will be the duration of the function(s) and its start and finish times? Will there be any A/V equipment needed and what will it cost? Will extra set-up and teardown time be needed? Are there any extra cleaning costs, i.e. for confetti or excessive clean up? What are the non-catered food policies?
Food and Beverage: Determine the number of people for whom food and/or drinks will be ordered. Choose menus and beverages. Select the times and styles of serving the food. Inform provider of any special dietary requirements. If a bar will be needed decide on the style, i.e. full or beer and wine only. What is the maximum amount of time the provider can guarantee the food prices quoted? Are there minimum numbers (of guests) for food orders? When are deposits due and what will be the payment method?
Special Arrangements, Events and Incidentals:
Golf: How many will play, at what times and on what date? Will there be any special requirements, e.g. a scramble, closest to the pin markers etc.? Who will be responsible for payment of fees...the individual or will it be charged to the Master Account? Are deposits needed to secure tee times for a certain number of players? What are the cancellation policies? If charged to the Master Account, will only the golf fees be charged or will players be able to charge drinks and other items, such as balls, rental clubs etc.?
Outside/Offsite Events, (dinners at restaurants, shows etc): Will deposits and/or pre-payments be required? What are the cancellation policies? Will a service charge or tip be included in the final bill? Provide the date, desired time and the number of guests attending.
Transportation: Will the attendees need group transportation (motor coaches or shuttles etc.) to offsite events? What will be the dates, times and number of passengers? Will deposits and/or pre-payments be required? What are the cancellation policies? Will a service charge or tip (for the driver) be included in the bill? Will the driver be offered a meal along with the other guests? Click here for directions to Branson and Thousand Hills.
Incidentals, (faxes, copying, deliveries and storage): Are such services available? What are the rates/charges? Who is authorized to approve these charges being added to the Master Account?
About BEO's: Banquet Event Orders After the contract has been signed and if your group requires more than just accommodations, a BEO will be prepared by the provider. A BEO is not only a function schedule showing dates, times, numbers and prices but also a contractual agreement that will need to be signed in its final state.
Summary:
Ask. Do not assume anything.
Read both the contract and the BEO very carefully.
Follow the time lines as written in the contract.
There is a lot to remember but it is not as difficult as it seems.
Just take it one step at a time.
Trust your event planners expertise.
When planning preliminary arrangements for your Branson meetings, family or military reunions and special events, keep a printed copy of this list beside you and mark off tasks as completed. Call Wanda Nicol at 866-761-4483 or email
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for assistance.
Fill out our simple Information Request Form and we'll email you specific information about hosting your next event at Thousand Hills!
We at Thousand Hills know that planning any group function can be a daunting task. Branson meetings, reunions, church retreats, workshops or seminars all involve common planning steps. With so many aspects to cover and numerous people to please, it is understandably very easy to overlook one or two details. To assist in planning your conference, meeting or event, we have compiled a checklist to help you (and us) through most of the planning phase. So, sit back, relax, over the mouse and let's scroll through the whole process step by step. Print this page & check off each item when you're done and at the end rest assured you'll be ready for your next Branson meeting or event.
