With your hostess Carolyn Barrett, CGMP

 Represents the stakeholders  Understands the goals and objectives  Can take the goals and objectives and develop the appropriate learning environment  Understands the logistical challenges to organizing an event  Served as a planning member in the past

 Panel Discussions  Debate  Roundtable  Fishbowl  Interview  Seminar  Workshop  Press Conference  Forum  Hearing

 Common carrier aircraft  Government owned aircraft  Train  Bus  Government owned vehicle  Privately owned vehicle  Rental car  Taxi

 Hotels and other venues  Vendors  Caterers  Convention and visitors bureaus

 Accepting a gift from a prohibited source that does not meet the gift criteria  Participating in a FAM when you have no intention of bringing government business to that venue or location  Using hotel points that have been earned for government meetings for personal stay  Using public office for personal gain

 Dates and times  24 hour hold?  Number and set up of meeting rooms  Number of attendees for each room  Audio visual needs

 Food and beverage  Menu prices  Table decorations  Menu items  Fitness center passes  AM/PM breaks  Parking  Comp sleeping rooms  Use of business center  Free local calls  Free internet service  Guest room rates  Meeting and exhibit space  Airport shuttle  AV  Any item or service the government cannot pay for

 Meeting space  Continuous breaks  Basic AudioVisual  Miscellaneous, based on the venue

 Letter of intent/agreement  Contract  Purchase order

 Timing  Security  Contingency plans for delays or cancellations  Media attention  Increased attendance  Unexpected last minute requirements

 Table top displays  Pop-up displays  Poster sessions  Exhibit booths

 Fresnel – channels light with a soft edge  Leko – light podiums, signs or an area with a tight focal point (spotlight)  Parcan – similar to a floodlight – lighting over a larger area  Intelligent lighting – instruments that be computer controlled  Gobo- gels with logos

 Date and time  Name of the room  Number of people  Type of set up  Front of room – (riser, podium,etc)  Food and beverage  Audio visual  Special request – (wide aisle, material tables)

 Theatre  Classroom/Schoolroom  U-shape  Hollow square  Banquet  Crescent rounds  Boardroom/Conference  Chevron

 Name of the event  Contact info  Catering and Sales Managers’ info  Date & time of function  Location  Room set up  24 hour hold  Food & beverage needs  AV needs  Billing summary  Signature of the event planner  Special requests

 Sleeping rooms  Meeting rooms  Food and beverage  Audio visual  Business center fees  Equipment rental  Other selected items

 Printed materials (programs, signage)  Logo on event letterhead  Give-a-ways  Food and beverage functions  Social events  Door prizes  Table favors for meal functions  Flowers, plants and event decorations  Copy machines, other equipment  Hospitality suites  Banners  Printing  Promotions  Speakers  Mailings  Web services  In kind donations (design services, registration)

Name the top 4 key factors you should know when indentifying your room block: your room block:

 Group history  Audience (is it mandatory, has membership grown)  Location  Lodging requirements (singles or doubles, ADA, suites)

 Letter from the host  General agenda  Session descriptions with date, time and location  Speaker bios  Map of facility  Info about special events  Future conference dates

 Dates, times and exact location of delivery of presentation  Contact info for both parties  Financial agreement to include fees, paid travel arrangements, per diems, accommodations and the terms of payment  Guidelines for selling products  Topic details and expectations  Dress code  Agreement for audio and video taping of presentation  Deadlines for AV needs  Policy for printing and distributing handouts  Review of evaluation process

 Army  Marine Corp  Navy  Air Force  Coast Guard

 Title of the project  General description of the services needed  Objectives (of the work)  Specific Task  Reporting Requirements  Qualification Requirements  Place and Period of Performance, Workdays and Travel

When travel is more than 50 miles from your home or office and requires your absence for 12 hours and/or absence for 12 hours and/or an overnight stay is required, you can be reimbursed for lodging in what facilities?

 Hotel  Motel  Conference Center  Government owned meeting facility  Bed and breakfast  Military base  Friend or relative’s home (only if you can substantiate the costs and must have prior approval)

 Airfare  Local transportation  Hotel room  Meals  Receptions  Entertainment  Other events designed to advertise the city and its attractions

 Venues you have used in the past  Referrals from other venues  Referrals from associates  National Sales offices  CVBs  FEMA Approved hotels  SGMP on line supplier guide  Industry publications/guides  Third parties

 Site visit coordination and/or sponsorship  Distribution of the RFP  Information about the city for participants  Promotional materials  List of local suppliers/vendors  Off-site facility info  Transportation or shuttle services  Housing bureaus for reservations  Information regarding local laws and regulations