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Home > Secure hotel location and get contract for meeting rooms, room blocks, and Saturday catering lunch

Secure hotel location and get contract for meeting rooms, room blocks, and Saturday catering lunch

Research and identify potential hotels for the meeting

Contact hotels to inquire about availability for the desired date

Schedule site visits to tour the hotel facilities and meeting rooms

Negotiate room block rates for attendees

Determine the number of meeting rooms needed for the event

Review the seating capacity and layout options for each meeting room

Confirm audiovisual equipment and technical support availability

Discuss any special requirements or requests for the meeting rooms

Coordinate room block reservations for attendees

Confirm the room block rates and availability with the hotel

Establish a cutoff date for attendees to book rooms within the block

Provide attendees with booking instructions and reservation details

Select a catering menu for the Saturday lunch event

Confirm the number of attendees and dietary restrictions

Coordinate the setup and service for the catering lunch

Review the catering contract and payment terms with the hotel

Draft a contract outlining the terms and conditions for the meeting rooms, room blocks, and catering services

Review the contract with the hotel event coordinator and make any necessary revisions

Sign and finalize the contract to secure the hotel location and services for the event

Keep a copy of the signed contract for reference and follow-up communication.

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