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24 Months in Advance |
| • |
The Local Chair should call GSA and discuss
setting up an appointment with the Convention Bureau or Chamber of
Commerce in your city. Discuss the requirements you have established
and the type of facility or facilities you would like. Find out: |
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which facilities can accommodate your group |
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contact names (directors of sales) at the above facilities |
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room rates of the above (which should be negotiable) |
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does the Bureau provide a hotel reservations service?
Cost? Policies/Procedures? Restrictions? Deadlines?
NOTE: If available, you should definitely consider this service if
using more than 1 or 2 hotels |
| • |
The GSA Meetings Coordinator and the Local
Chair should meet with the hotel properties suggested by the Convention
Bureau. You are also welcome to choose other facilities not represented
by the Bureau. Go over your requirements Again and make it clear that
you are considering other properties and that your selection will
be based on best price and service. |
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See the sample of a GSA Annual Meeting hotel contract
in the back of this chapter. There is also a hotel contracts checklist.
GSA contracts incorporate all of the items mentioned in this checklist–plus
some. We recommend you use a similar format for your hotel contracts.
Have the hotel Sales Manager from each property fill it out and return
it to you within a couple of weeks. |
| • |
GSA's Meeting Coordinator can discuss room rates for
each type of accommodation: single, double, triple, Quad, suite. Try
and obtain the same rate for single and double, if possible. |
| • |
Discuss setting up a Master Account and how it will
be used. |
| • |
The GSA Meetings Coordinator and the Local
Chair should have the hotel Sales Manager give you a tour of the property
that includes meeting rooms, sleeping rooms, registration area, exhibits,
poster sessions, technical sessions, and offices. |
| • |
The GSA Meetings Coordinator and the
Local Chair should meet with the Reservations Manager: |
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Ask about experience with the Housing Bureau. |
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Discuss the procedure explained to you by the Housing
Bureau. Be sure that the Reservation Manager agrees with the system. |
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Discuss the housing cut-off date and what happens
after that date. |
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Discuss a block of rooms for your VIPs to receive
special rooms (suites, parlor rooms), or for special requirements
(complimentary rooms, rooms charged to the Master Account). |
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20 Months in Advance |
| • |
GSA will review all contracts. |
| • |
Make your decision on the best site for
your meeting. GSA will use the GSA Master Hotel Contract and include
anything the hotel verbally proposed. |
| • |
GET EVERYTHING
IN WRITING. Sales people at hotels change often and it is hard
to prove that someone committed something to you verbally. |
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12 Months in Advance |
| • |
Confirm everything by revisiting the
properties. Find out what new bookings have occurred that would affect
your meeting. |
| • |
Bring a checklist and plans for all the
space. Plan session rooms, exhibit area, registration area, and offices
in detail. Be specific. Use scaled
drawings. |
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9 Months in Advance |
| • |
Submit information on housing to the Local
Committee Chair, who may want to include some basic housing information
in the first meeting announcement. |
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6 Months in Advance |
| • |
The GSA Meetings Coordinator and the Local
Chair should reconfirm in writing the most important parts of your
agreements with properties. Meet the person who will actually implement
your plans. |
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3 Months in Advance |
| • |
The Local Chair should prepare a detailed
plan book and description of special needs for the meeting. Distribute
this plan to the properties involved. Share this information with
your other committee chairs. |
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1 Month in Advance |
| • |
Review this plan book in detail during
a pre-convention meeting with the staff and other chairmen who are
involved. Consult GSA as needed. |
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1 Week in Advance |
| • |
Go over changes since the last meeting.
Confirm everything. Review the move-in process for offices, exhibits,
and the registration area; check-in process for guests; information
on field trips, guarantees for meals; and other arrangements particularly
important for the first days of the meeting. Consult GSA as needed. |
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