Convention facility meeting can and do come with lots and lots of potential and real problems.
Whether the person in charge is a seasoned veteran planner or a novice, there are many different do's and don'ts that will each determine the success or the failure of a convention meeting.
Audio visual presentations are simple when handled correctly but many little problems can and do happen and each and everyone of them will need to be solved.
Make sure facilities and equipment are available, rehearse the presentation and, just to make sure, hire a photographer or a film recorder of your proceedings for future reference and analysis.
Ask for hotel menus, consult the catering manager, look for seasonal or house specials and decide on prices. Be aware of hotel procedures. Check meeting rooms and facilities, make sure proper space is allocated
Make sure that all the packages pertaining to your convention are shipped in advance. Mail a summary of the items shipped under separate cover to your hotel contact and arrange for return shipment after the meeting,
Transportation is important if meetings are to be on time so, check airports, buses and cabs. Finally, under miscellaneous, provide name badges and directional signs and get senior management involved in the overall organization.
The success of a convention is not in any way proportional to the amount of gratuity but to the amount of preparation that has been done before the meeting.
That said, a list of tipping guidelines can be included in the convention registration packet. Check with the hotel management to see if they have a particular way in which they like blanket gratuities to be handled.
During the convention, keep a running list of people who have performed special services. Be sure to include their gratuities in the convention budget.
When tipping, try to get the message across the tips that they are a token of appreciation and not just a matter of handing out money. Maintain records of tips given although some firms prefer to give their gratuities by check and not by cash.
Finally, take your guests into consideration. How many are coming from out of town? How are they getting there? Will they prefer easy access to the airport or closeness to downtown night life? Is there plenty of parking? How much do they know about your convention facility meeting?
Of course, you want an excellent rapport with the staff. Hall management and staff have to make things run smoothly and deal with all kinds of glitches including the unpredictable. However, if they are motivated, there is no obstacle they cannot overcome.