Site selection and contract negotiations
with vendors and suppliers can be a daunting task. The information in
this section is meant to educate you on what the GSA Meeting Coordinator
will be doing to prepare for your meeting. By using GSA to coordinate
these tasks you can concentrate on preparing the technical program, field
trips, and other events. In many cases you’ll serve as a resource
by providing information about local facilities, lodging, parking, restaurants,
transportation, etc. It’s important that you contact GSA before
you start planning your meeting to ensure we work together to accomplish
our objective.
| 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). |
|
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. |
|
| 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. |
|
| 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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