Title: Chapter 13 Function Rooms and Meeting Setups
1Chapter 13 Function Rooms and Meeting Setups
Convention Management and ServiceSeventh
Edition (478CSB)
2Competencies forFunction Rooms and Meeting Setups
- Describe function rooms and how they are managed.
- 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.
3Function 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)
4Function Room Assignments
(continued)
- Timing
- Tentative assignments at point of booking
- Definite assignments at least 60 days before
event - Some planners require definite assignments in
contracts
5Function 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)
6Function Room Size and Layout
(continued)
- Put similar meetings back to back.
- Remember additional items for meeting rooms
- Pads and pencils
- Ashtrays
- Water glasses and pitchers
- Place cards
- Handout materials
7Setup, Breakdown, and Function Room Charges
- Timetable for Setup and Breakdown
- Allow enough time
- Inform planner if current schedule does not allow
enough time
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8Setup, Breakdown, and Function Room Charges
(continued)
- 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
9Release Dates, Multiple Groups,and Employee
Procedure Manuals
- Release Dates
- Set in letter of agreement or contract
- Simultaneous Meetings
- Most properties host more than one group at a
time - Use of Function Rooms by Others
- Avoid booking competing groups for the same time
- Planners may want control of space
- Small propertys advantage
(continued)
10Release Dates, Multiple Groups,and Employee
Procedure Manuals
(continued)
- Employee Procedure Manuals
- Includes meeting room setups and setup procedures
- Houseperson training and job description
- Update periodically to include new furniture,
equipment, and procedures
11Scaled 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)
12Scaled Drawings and Function Room Furniture
(continued)
- 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
13Auditorium 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
14Monitoring 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