2011, Educational Institute Chapter 13 Function Rooms and
Meeting Setups Convention Management and Service Eighth Edition
(478TXT or 478CIN) Courtesy of InterContinental Hotels Group
Slide 2
2011, Educational Institute 1 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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2011, Educational Institute 2 Courtesy of Lowes Hotels
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2011, Educational Institute 3 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 (continued)
Slide 5
2011, Educational Institute 4 Function Room Assignments Timing
Tentative assignments at point of booking Definite assignments at
least 60 days before event Some planners require definite
assignments in contracts (continued)
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2011, Educational Institute 5 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
(continued)
Slide 7
2011, Educational Institute 6 Function Room Size and Layout Put
similar meetings back to back. Remember additional items for
meeting rooms: Pads and pencils Water glasses and pitchers Place
cards Handout materials (continued)
Slide 8
2011, Educational Institute 7 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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2011, Educational Institute 11 Setup, Breakdown, and Function
Room Charges Timetable for Setup and Breakdown Allow enough time
Inform planner if current schedule does not allow enough time
(continued) Courtesy of Hyatt Hotels
Slide 13
2011, Educational Institute 12 Setup, Breakdown, and Function
Room Charges 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 (continued)
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2011, Educational Institute 13 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 (continued)
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2011, Educational Institute 14 Release Dates, Multiple Groups,
and Employee Procedure Manuals 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 House person
training and job description Update periodically to include new
furniture, equipment, and procedures. (continued)
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2011, Educational Institute 15 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 (continued)
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2011, Educational Institute 16 Scaled Drawings and Function
Room Furniture 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 (continued)
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2011, Educational Institute 18
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2011, Educational Institute 19 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
(continued)
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2011, Educational Institute 20 Auditorium or Theater Setup
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 (continued)
Slide 22
2011, Educational Institute 21 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 Stage This
PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University
of Florida Conference Department.
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2011, Educational Institute 22 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 -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 Stage Schoolroom Setup This
PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University
of Florida Conference Department.
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2011, Educational Institute 23 Sample Schoolroom Setup Courtesy
of Swisstels Hotels and Resorts
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2011, Educational Institute 24 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 Chevron Setup This
PowerPoint slide courtesy of Ann Koralewski, CMP, CGMP, University
of Florida Conference Department.
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2011, Educational Institute 25 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 This PowerPoint slide courtesy of Ann
Koralewski, CMP, CGMP, University of Florida Conference
Department.
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2011, Educational Institute 26 Sample Crescent Rounds Setup
Courtesy of Langham Hotel, Pasadena, California
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2011, Educational Institute 27 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 Stage This PowerPoint slide
courtesy of Ann Koralewski, CMP, CGMP, University of Florida
Conference Department.
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2011, Educational Institute 28 Sample V-Shape Setup Courtesy of
Fairmont Hotels & Resorts
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2011, Educational Institute 29 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 Stage This PowerPoint slide
courtesy of Ann Koralewski, CMP, CGMP, University of Florida
Conference Department.
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2011, Educational Institute 30 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 Stage This PowerPoint slide
courtesy of Ann Koralewski, CMP, CGMP, University of Florida
Conference Department.
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2011, Educational Institute 31 Sample Hollow-Square Setup
Courtesy of Fairmont Hotels & Resorts
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2011, Educational Institute 32 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 This PowerPoint slide courtesy
of Ann Koralewski, CMP, CGMP, University of Florida Conference
Department.
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2011, Educational Institute 34 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