Marc Levine Mini-Course

Author: Marc Levine

INTRODUCTION


Hello Everyone!!! welcome to my mini course on training an Event Manager.

The goal of this mini course to enable a person who has worked in a Hotel and has some prior knowledge of the property and basic to learn the basics of Event Management.

It will include several methods of training and comprehension throughout the course. The use of Video, photography, and diagraming will be used to illustrate various principals.


ENJOY!!!

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Course Objectives

At the conclusion of this mini course the learners should be able to perform the basic functions for the position. They will be able to meet with a new client and guide them from the planning stage for their event to final departure of the event.

Determine the needs of the client and what they want to accomplish from their meeting.

Recommend meeting settings that would work best for their presentations.

Understand the client’s budget and offer menus and meal arrangements that fit their needs.

Recommend Audio visual equipment and services to enhance the meeting.

Create BEO’s (Banquet Event Orders)

Work with group rooming lists, which includes VIPs, Suites, Single and Double rooms.

Complete group Resume, which is a document that give each individual responsibilities for the event staying at the Hotel.

UNIT I: Determine the needs of the client and what they want to accomplish from their meeting.

UNIT 2: Recommend meeting settings that would work best for their presentations

UNIT 3: Understand the client’s budget and offer menus and meal arrangements that fit their needs.

UNIT 4: Recommend Audio visual equipment and services to enhance the meeting

Audio Visual This is one of those items that is critical to the success of any meeting. It is often overlooked but it is vital that you get this right. When you had your first meeting with your client, they told you about the meeting agenda. An agenda is a sequence of events that will happen during the course of the event or a particular part of a meeting or function. To determine what Audio Visual (AV) is required you will have to go back to your inspector skills. First, what kind of a budget does the customer have to work with? What is the timing of the event? Will there be one speaker or a panel of speakers? Will the presentor need to illustrate to the audience what is on their laptop? Will the presentor and or Audience require Wireless Internet? What kind of feedback will the audience require to present feedback. The truth is, that there are so many directions to go with Audio Visual. The world of technology is every changing and you will need to stay on top of technology changes as they occur so you can always provide the best information to your customer. Let break down the most common Audio Visual components used today for the most typical kinds of meetings.


To get started, click on Lesson One below.

Unit 4: Lesson One: Audio.

Unit 4: Lesson Two: Visual

Unit 4: Lesson Three: Understanding the basics

UNIT 5: Meals and Breaks

An integral part of every meeting is the Food and Beverage aspect. This you will need to consider. Budget

Timing

Group tastes

Budget: Every event has a budget. It is extremely important you uncover what this is at your first meeting. You need to understand what controls or limitation you have with creating menus. If you do not do this, you may waste uncounted hours designing menus that are not in alignment with the customers’ expectations. Timing: Depending on presentations during the course of the event, you may be limits to a quick lunch or buffet. Know the age group or if the group is from an international area. That could impact what type of foods you provide.

Please click on the link below to see some sample menus.


http://event-menus.com/production/HPNSH/1008/hotels/travel/HPNSH-renaissance-westchester-hotel-/index.asp

Below is a simple check list that will remind you of some details to consider.

File:Check FoodBeverage.pdf To see some possibilities with exciting presentations. - Click on this link. https://www.youtube.com/watch?v=HSqb1xZ4CvI

Please review the Key terms used in the industry below. These are the common industry wide terms you will need to be familiar with when dealing with both your internal and eternal clients. Internal clients are the people you work with. External are your customers.

File:Key Terms PDF.pdf

UNIT 6: Creating a rooming list

Lesson 6– Creating group rooming list. Lesson Objectives – Learners will be able to submit a rooming list which highlights VIPs, Suites, Single and Double rooms. In addition, the billing for each room should be indicated. Rooming lists are away of organizing all the guests of the group who will require overnight accommodations. Name of guests

If the guest is in a single room or sharing a room with two beds called a dbl/dbl.

Arrival and departure date

Any VIPS who require a suite.

Methods of billing

EPO – EACH PAY OWN

SRT –SIGN ROOM & TAX

SAC – SIGN ALL CHARGES TO THE MASTER ACCOUNT

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SAMPLE ROOMING LIST HERE.File:Hotel Rooming list template.pdf

Know that you have the basic understanding of a rooming list, I would like you to try creating one for yourself. Set it up with the follow instructions. Pick three random names and enter them in a rooming list. Make their arrival date on 6/1/2015 and departure date at 6/5/2015. The billing will be paid for by the guest themselves so what billing code would you use? Next you have a VIP guest. His name in John Rich. Add him to the rooming list for arrival on 6/2/2015 and da departure date of 6/4/2015. Put him in a suite How did you do? That was easy, the only difference is that group rooming list can range from 10 rooms on up. Your now a Rooming list Master.

UNIT 7: Assembling a Group resume for your staff

Lesson Objectives – The learner This is where we put everything together. The group Resume includes all information about the group. Basic items included are Name of Group

Purpose of meeting

The most important items which the group has specified as the most critical for the success of their event.

Contact information for the group leader

All guest room information

Meeting and Food & Beverage agenda.

Transportation- How the group will arrive and depart from the Hotel

  • Car
  • Bus
  • Train
  • Air
  • Limousine
  • Billing

History of their event at a prior location Question: Of all the items which are listed as included on the group resume, which is the one item that you feel would be most beneficial to the staff to help prepare for the Event? Describe in a paragraph below you feelings and why.

References and Resources

Council for Hotel and Restaurant Trainers. E-learning solves problems

Starwood trains 86,000emplyees with on demand system

Partnership for 21st Century Skills

How to start with the FIRST client | "Event Planning 101" | Leslie C. Burns https://www.youtube.com/watch?v=hICM29KjPwY

Renaissance Westchester Menus http://event-menus.com/production/HPNSH/1008/hotels/travel/HPNSH-renaissance-westchester-hotel-/index.asp