Marriott event planning guidelines

This timeline provides a checklist for event planning. Adapt it to your own particular needs – establish your own “ideal” and “can’t-miss” due dates.

From 3 months out, or at 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 inappropriate dates.)
  • Send letters of agreement to hotel and suppliers.
  • Set up master account for your meeting charges with the hotel (authorize who can sign 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:

  • Order signs and printed materials.
  • Mail attendees the agendas, suggested dress and other instructions.
  • Order gifts and amenities. Arrange deliveries of gifts (and meeting registration materials) with your hotel contact.
  • Confirm menus, room setups and supplies in writing with your event manager.
  • Monitor speakers’ presentation development and offer assistance in reproducing any handouts.

At least 3 weeks before your meeting:

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

At least 1 week before your meeting:

  • 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.

Meeting days:

  • Check function space one 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.

Concluding a successful meeting:

  • 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.

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