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Event Planning Guide

Planning Your Meeting or Event at Marriott

Timing is everything

Use the timeline below to help you throughout your event, from booking to the big day.

3 months out/time of booking

  • Determine the objective of the meeting and develop the program and budget.
  • Book meeting site and support services. Check calendar of local events to avoid conflicting or peak dates.
  • Send letters of agreement to hotel and suppliers.
  • Set up master account for your meeting charges with the hotel and authorize who can sign off on charges.
  • Invite speakers and inform them about your attendees and the facilities of the hotel, including audiovisual capabilities.
  • Notify attendees.
  • Make travel arrangements

At least 5 weeks before your meeting or event

  • Confirm (in writing) menus, room setups and supplies with your event manager.
  • Monitor speakers’ presentation development and offer assistance in reproducing any handouts.
  • Order signs and printed materials.
  • Mail agendas, attire guidelines and other instructions to attendees.
  • Order gifts and amenities. Make arrangements with the hotel to deliver all gifts and meeting materials.

At least 3 weeks before your meeting or event

  • Check with your speakers regarding the progress of their presentations and audiovisual and logistical arrangements.
  • Submit rooming list to hotel and confirm arrangements for amenities.

 

 

At least 1 week before your meeting or event

  • Ship materials to arrive 24 hours before your arrival, and confirm arrival before leaving your office.
  • Confirm all audiovisual requirements and produce slides.
  • Make arrangements for shipping materials back to your office after the meeting.
  • Confirm (72 hours in advance) your meal and beverage counts for the first day food functions.
  • Take a complete master set of all handouts with you. If your shipment of materials is lost or delayed, you can arrange to have your master set photocopied.

Upon arrival

  • Review details and walk through your meeting space with your property event manager.
  • Personally inspect shipped materials to be sure that all of your items have arrived and that they are in good condition.
  • Check the hotel function board and front desk for posted times and locations of your functions.

Event days

  • Check function space 1 hour in advance.
  • Notify your event manager immediately of any changes in your plans or requirements.
  • Sign banquet checks each day and keep an ongoing record of your on-site expenses.

After the event

  • Meet with your event manager to review your sessions, charges and receipts.
  • Share with your event manager the names of personnel who have provided extraordinary service.

Meeting & Event Venues at Marriott