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Preplanning

When you plan an event at the Crown Spa Hotel, you can be sure of one thing. You are not alone. Every tool at our disposal is at your disposal. That includes free event planning by our highly experienced staff.


Pre Planning

- Detremine the meeting or even purpose (board meeting, wedding, etc.)

- Consider the size of the group, gender mix, ages of attendees, and any special needs.

- Determine meeting dates. Avoid dates that coincide with other company or industry events or holidays.

- Are the dates and/or days of the week firm or flexible?

- Plan the meeting or event in advance to secure the most desirable space.

- Create an outline for each session or activity, including expected attendance, seating arrangements, required setup times, starting and ending times, starting and ending times, and audio-visual and production needs.

- List food and beverage requirements for each occasion, including meals, receptions and breaks.

- Consider transportation needs.

- Plan entertainment and recreation needs, group activities and/or team-building exercises.

- Prepare a timeline for producing invitations, even promotion, registration and production of meeting materials.

- Designate an administrative person to create name badges and coordinate written material.

- Budget for all sponsor expenses and calculate expenses for meeting participants.

- Schedule speaker(s), if required.

Budgeting

- Determine which expenses will be assumed by the meeting or event sponsor and by the attendees.

- Create a balance sheet listing expenses for all functional areas of your meeting or event such as staff time, marketing expenses, air and ground transportation, accommodations, food and beverage, entertainment and recreation, tazxes and gratuities, service charges, audio-visual equipment and production costs.

- Build in a contingency fund for unanticipated, last-minute expenses.

- Don’t forget expenses for licenses (music, written materials) and insurance (liquor and general liability, business cancellation and interruption).

- Check budgets from similar meetings or events to gauge costs.

- Make sure funds are allocated to pay all suppliers. Establish a holding account for accured program expenses.

- Consult with your company’s accounting office or financial officer on formatting the budget so it’s compatible with internal accounting systems.

- Secure the signature of a financial officer or other person with fiscal responsibility in your company, for an expenditures above what you have budgeted.