Chapter 13 Function Rooms and Meeting Setups

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Chapter 13 Function Rooms and Meeting Setups
Convention Management and ServiceSeventh
Edition (478CSB)
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Competencies 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.

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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)
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Function 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

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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)
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Function 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

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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)
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Setup, 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

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Release 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)
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Release 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

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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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Scaled 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

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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

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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