© 2011, Educational Institute Chapter 16 Admission Systems and Other Services Convention Management and Service Eighth Edition (478TXT or 478CIN)

© 2011, Educational Institute 1 Competencies for Admission Systems and Other Services 1.Describe registration and types of admission systems used for meetings, and summarize exhibit security issues. 2.Identify special services properties sometimes offer meeting groups. 3.Describe programs that hospitality properties offer for guests and children of meeting attendees, and explain the importance of checklists in planning meetings or conventions.

© 2011, Educational Institute 2 Convention Registration Not same as guestroom registration Convention registration is a hospitality function, a control function, and an information function The meeting group establishes the registration policy; the hotel’s obligation is to assist in carrying it out The registration area serves as the headquarters for the meeting (continued)

© 2011, Educational Institute 3 Convention Registration Area typically includes three areas: (1) packet pickup, (2) registration/payment, and (3) special events/services Convention packets are distributed at: (1) the front desk, (2) placed in guestrooms, or (3) given to attendees in the convention/registration area The facility’s CSM often supplies hotel information to include in the packet (continued)

© 2011, Educational Institute 4 Convention Security Controlled versus uncontrolled admission Admission is controlled through badges given out at registration Badges may be color-coded, bar-coded, or RFID badges CSM should be able to provide names of badge suppliers Tickets are often used to control banquet admission Tickets must be counted after the function and the number verified by authorized convention staff Policy must be established for attendees who lose or forget their tickets

© 2011, Educational Institute 5 Exhibit Security Price included in overall package Guards from outside firms should be oriented and informed of duties Four critical periods: move-in, open show hours, closed show hours, move-out Tight security at docks Roving guards, closed-circuit TVs, and canine patrols may be used Security is the responsibility of exhibitors during the show Exhibits are vulnerable during evening hours when exhibitors are not present, and during dismantling Courtesy of Wynn Hotel, Las Vegas

© 2011, Educational Institute 6 Special Services for Meeting Groups Convention headquarters room Convention hospitality suites Storage of guest packages Telephones Printing and duplication Decorations Entertainment

© 2011, Educational Institute 7 Preferred Suppliers/Exclusives Preferred suppliers are companies that hotels recommend to meeting groups to provide convention services. Florists, receptive agents, destination management companies, photographers, etc. are examples. Exclusives are arrangements between the facility and these service suppliers, whereby only specified contractors are allowed to provide services in the facility. Destination management companies specialize in the creation and delivery of events, activities, tours, and transportation for meeting groups. These companies often bundle many of the convention services required by meeting groups.

© 2011, Educational Institute 8 Building Guest/Companion Attendance Guest/companion programs include entertainment or activities such as sightseeing, shopping, and lectures that are planned for the guests/companions of those attending the convention The CSM should sell the meeting planner on program ideas Encourage involvement of group members and guests/companions in planning Supply planner with hotel brochures Send guests/companions personalized letters that describe programs Promote guest/companion programs in ads

© 2011, Educational Institute 9 Activities for Guests/Companions Shopping trips Sightseeing and city tours Guest lecturers Theaters and concerts Special business meetings Finale attractions Self-improvement courses Cooking classes Courtesy of Essex Hotel

© 2011, Educational Institute 10 Activities for Children Some meeting planners encourage the entire family to attend Many hotels have kid-friendly programs in place to accommodate children Other hotels may recommend companies such as KiddieCorp or KidsAlong as preferred suppliers Liability coverage is required when such services are provided. Courtesy of Brenner’s Park Hotel and Spa, Baden-Baden Germany