Chapter 13 Function Rooms and Meeting Setups

Convention Management and Service Eighth Edition (478TXT or 478CIN)

2011, Educational Institute

Courtesy of InterContinental Hotels Group

Competencies for Function Rooms and Meeting Setups

1. Describe function rooms and how they are managed. 2. Identify various meeting room setups and describe when each is commonly used, summarize how function rooms are broken down, describe meeting rooms of the future, and explain why it is important to monitor function room usage.

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Courtesy of Lowes Hotels

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Function Room Assignments

Made by CSM with meeting planner and with approval of director of sales
Criteria

Room size and capacity under required room setup

Type of event/presentation style Room location with regard to traffic Room location with regard to whos next door
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Function Room Assignments

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Timing Tentative assignments at point of booking Definite assignments at least 60 days before event Some planners require definite assignments in contracts

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Function Room Size and Layout

Use these criteria for choosing a size in room assignment: Expected number of attendees Room setup AV equipment Lectern or head tables Clothes racks, props, tables, or handouts Coffee service
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Function Room Size and Layout

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Put similar meetings back to back. Remember additional items for meeting rooms: Pads and pencils Water glasses and pitchers Place cards Handout materials

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Meeting Room Plans

PCMA certifies the accuracy of meeting space

Capacity charts with dimensions and scaled drawings of meeting space are required by planners Computer-assisted design (CAD) programs are used by most hotels
CSMs should be aware of Americans with Disabilities Act guidelines when preparing meeting room plans
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Setup, Breakdown, and Function Room Charges

Timetable for Setup and Breakdown Allow enough time Inform planner if current schedule does not allow enough time

Courtesy of Hyatt Hotels

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Setup, Breakdown, and Function Room Charges

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Function Room Charges Vary by property and according to amount of business the group brings Can be used to compensate for discounted guestroom rates Maintain a firm list of rates Many properties have sliding scales based on guestroom pickup Charge for function rooms if guestroom revenue does not cover setup, cleanup, and teardown costs If a group uses enough guestrooms, there is often no charge for function rooms
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Release Dates, Multiple Groups, and Employee Procedure Manuals

Release Dates Necessary to allow your property to sell the space with some lead time should the group not book as anticipated Set in letter of agreement or contract Simultaneous Meetings Most properties host more than one group at a time

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Release Dates, Multiple Groups, and Employee Procedure Manuals

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Use of Function Rooms by Others Avoid booking competing groups for the same time Planners may want control of space Small propertys advantage of being able to accommodate only one group at a time Employee Procedure Manuals Includes meeting room setups and setup procedures Houseperson training and job description Update periodically to include new furniture, equipment, and procedures.
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Scaled Drawings and Function Room Furniture

Scaled Drawings Have one of each function room for in-house use Include much detail Include doors, windows, pillars, elevators, electrical outlets, and obstructions Include ceiling height and capacity in the most popular setups

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Scaled Drawings and Function Room Furniture

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Function Room Furniture Criteria: strength and durability, ease of handling, ease of storage, flexibility, comfort Chairs Tables: Velcro-backed draping, snap-drape skirting Platforms: use carpeting and skirting if platforms are worn Lecterns: table and floor; permanent light fixtures; built-in speakers; AV controls
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Auditorium or Theater Setup

Chairs set up in rows facing the speaker First row should be 6 feet from edge of head table or platform Center aisle most common, but use of two aisles increasing Aisle size regulated by code: usually 6 feet for large groups; 4 or 5 feet for smaller groups Variations on theater style: semicircular with center aisle; V-shaped
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Auditorium or Theater Setup

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Benefits: Perfect for shorter presentations, seminars, lectures, and Q & As Best suited for presentations that require more elaborate A/V technology Best meeting uses: Teaching/training Lecture/presentation Team-building Executive presentation Seminar Workshop
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Theater Setup
Seats are in rows facing the stage area, no tables. Benefits: - Perfect for shorter presentations, seminars, lectures and Q&As - Best suited for presentations that require more elaborate A/V technology Best Meeting Uses: - Teaching/Training - Lecture/Presentation - Team Building - Executive Presentation - Seminar - Workshop
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Stage

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This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

Schoolroom Setup
Rows of tables with chairs face the front of a room and each person has a space for writing or using a computer. Benefits: - A classical approach for both large and small seminars and training programs where attendees need work space for notes

Stage

- Lends itself to a Q&A session with the facilitator rather than interactive discussion between participants
Best Meeting Uses: Teaching/Training Lecture/Presentation Executive Presentation Seminar

2011, Educational Institute

This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

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Sample Schoolroom Setup

Courtesy of Swisstels Hotels and Resorts

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Chevron Setup
Chairs are arranged in rows slanted in a V shape and separated by a center aisle. They face the head table or speaker. Benefits: - Productive large group setup with speaker as focal point - Increased eye contact between the group and the speaker Best Meeting Uses: - Teaching/Training - Lecture/Presentation - Discussions/Negotiations - Executive Presentation - Seminar - Conference

Stage

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This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

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Crescent Rounds Setup

Round tables arranged to maximize seating requirements for a variety of purposes. Benefits: - Ideal for meal-centered meetings and banquets encouraging business and socialization for any size group - No back is facing the speaker - Less elbow room than a cluster Best Meeting Uses: - Meeting w/ meal

Stage

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This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

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Sample Crescent Rounds Setup

Courtesy of Langham Hotel, Pasadena, California

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V-Shape Theater Setup

Seats are in rows facing the stage area, no tables. Benefits: - Perfect for shorter presentations, seminars, lectures and Q&As - Best suited for presentations that require more elaborate A/V technology Best Meeting Uses: - Teaching/Training - Lecture/Presentation - Executive Presentation - Seminar - Workshop
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Stage

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This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

Sample V-Shape Setup

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Courtesy of Fairmont Hotels & Resorts

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U-Shape Setup
Series of tables set up in the shape of the letter U with chairs set all around on one or both sides. Benefits: - Promotes an open forum for smaller groups of up to 40 people - All participants are able to make direct eye contact with one another Best Meeting Uses: - Teaching/Training - Meeting w/ Meal - Discussion/Negotiations - Team Building - Conference/Exchange - Brainstorming
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Stage

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This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

Hollow-Square Setup
Tables set in a square (or rectangle) with chairs placed around the outside of the table. Center (inside) table is hollow. Benefits: - Facilitates group discussions and brainstorming but can also accommodate the agendas of multiple speakers - Works for both small and mid-size groups utilizing various technology Best Meeting Uses: - Board Meeting - Discussion/Negotiations - Team Building - Conference/Exchange - Brainstorming
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Stage

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This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

Sample Hollow-Square Setup

Courtesy of Fairmont Hotels & Resorts

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Boardroom Setup
Rectangle or oval shaped tables are set up with chairs on both sides and ends.

Benefits: - A formal executive level set-up designed for meeting with one primary facilitator - Good space for a comfortable working session, as well as food and beverage - Ample room for teleconferencing and visual presentations
Best Meeting Uses: - Board Meeting - Lecture/Presentation - Executive Presentations - Conference/Exchange - Brainstorming
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2011, Educational Institute

This PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University of Florida Conference Department.

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Monitoring Function Room Usage

Calculate cost of leaving function space unused Track the following: Function room occupancy by meal period Types of functions Use of guestrooms by function groups Popularity of individual banquet menu items Sales revenue per square foot of function space Average banquet check by type of function Pattern of unused times and days Average number of persons by type of function
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