Arrangement and seating arrangements for the meeting

(1) Arrangement: There are several ways to deal with the group accommodation of the conference. The easiest way is to arrange the accommodation by the participants themselves. However, it is better to reserve the room by the organizer if it is more effective and consider economic benefits. Keeping the room in advance will cause the following problems:
1. In the peak season, the hotel may sell the room, which will force the participants to live far away from the venue.
2. Participants may not get a discounted price because individuals cannot have the ability to bargain.
3. The rent at the venue may be high. Usually, the hotel considers the number of rooms reserved to consider whether the rent can be bargained.
Accommodation program: Once the room is booked, decide which 4 basic accommodation programs you need:
1. Tell the hotel that all participants are staying through the group booking card or application form.
2. Tell the hotel that all reservations are based on the organizer's accommodation form.
3. Handled by a professional conference services company.
4. Responsible for the accommodation team of the organizer.
How to book a meeting: There may be a large number of rooms during the meeting, all of which must be booked in advance, otherwise it will cause problems in the accommodation, especially in the peak season, you may not be able to find a room to live in. Give instructions.
Booking Card: If the number of people who need to stay in the meeting is small, you can request a reservation card directly from the hotel or conference center, which is free. The organizer will send a reservation card along with the notice of the meeting and the reservation will be made directly to the hotel.
The reservation card or application form can also be printed in advance according to the basic format. Make a draft before printing. Please check the price, deposit and other matters. The hotel will usually indicate that the deposit cannot be confirmed if it is not received. In addition, you can also indicate any taxes or service fees.
It is also important to emphasize the booking deadline to encourage attendees to book as early as possible. The deadline for the appointment is agreed with the hotel before signing the contract.
Accommodation: Accommodation is usually used in small meetings where the organizer pays for the room. Send a form to the person you invited, ask him to fill in the name of the accompanying person, which room he wants, the date of arrival and departure, fill in the form information to the hotel, and tell the hotel how to collect the payment, including:
1. Indicate that the room service fee and tax are paid by the individual or the inviting unit.
2. Indicate who is responsible for the miscellaneous fees.
3. The room is only reserved until 6 pm on the day of arrival, or the inviting unit is solely responsible.
4. The hotel is required to check with the inviting unit before sending the confirmation letter and then send it to them separately.
Once the number of rooms has been determined, the Accommodation Board/Tourism Bureau will provide you with a hotel information for your reference and selection, and then the organizer will talk to the hotel representative about the price.
If possible, it is best to actually look at the equipment used in the hotel room, which will not only help you to bargain on the price, but also ask some questions that the participants may ask, please answer the hotel staff, and also know the hotel reservations and the front desk. Service situation.
Special bookings: Some meeting planners reserve several rooms or groups in all reserved rooms and give special treatment, for example: a total of 400 reservations, 40 for vips, and the remaining 360 for delegates, using special reservations It is because some journalists and exhibitors have to be very careful to receive.
Discuss the details with the hotel business representatives in detail, and resort to the text, to understand each other:
1. How many rooms, what categories and rates are booked in particular.
2. The ordering program.
3. The unused rooms within the time limit are transferred to the general reservation.
Different forms may be required before deciding on a special reservation. Forms for exhibitors may be in different colours or with special deadlines. For VIPs, different statuses are stated and your accommodation arrangements are handled by yourself.
Staff room reservations and free rooms: prior to the start of general attendee accommodation arrangements, staff accommodation and free rooms are assigned.
In general, the staff and free room housing tables are sent directly to the hotel business staff, including the name and address, job title or indicate his job role in the meeting, what type of room is required, arrival and departure dates, if not free room, by Who pays the room and incidental expenses. The price of the staff member usually provides a more favorable price to reduce the cost of the organizer.
It is best to indicate their identity, because the hotel often provides VIP special privileges according to your housing list. You may also wish to send the confirmation letter directly to you, and then check it back to the VIP or staff.
The contents of the accommodation form: The accommodation form is usually drafted by the organizer and printed by the organizer, but the relevant operating principles are confirmed before the form is prepared, for example, the deadline for receipt, the confirmation reply is sent to the organizer or restaurant, and whether the telephone inquiry is accepted. .
While some accommodation forms require some additional information for a particular group, the general standard form includes the following:
1. The name of the organizer.
2. meeting name.
3. Date of the meeting.
4. Meeting location.
5. The deadline for receipt.
6. Confirmation letter reply address.
7. The price of each hotel.
8. Tax details.
9. Location map of the hotel.
10. Indicate the item:
Choose a hotel preference.
Which type of room.
The name of the reservation.
Arrival date and time.
Leave the date.
11. Indicate the deposit payment.
12. Indicate how to cancel and change.
13. Indicate when the confirmation letter will be sent by whom.
14. Indicate whether you accept or not accept telephone inquiries and reservations.
15. If you accept a credit card, indicate which credit card, number, expiration date, and signature.
16. Fill in the name, address, and phone number to send a confirmation letter.
17. In order to avoid misunderstanding, it is best to provide accommodation information if the room type is not indicated in the form.
Single room: one person, one bed.
Two-person room: two people live, one bed.
Double room: two people live, two beds.
Operating Procedures: Basically, the accommodation arrangement is a rather complicated and time-consuming task, recording the stock of various types of rooms, answering various questions, solving personal accommodation problems, and transferring housing reports to hotel and conference planners. All operating procedures must be as fast as possible. And accurate. It is best to visit the hotel and get familiar with their work procedures, such as how to handle housing reservations after the deadline.
Site inspection: If you decide to handle your own accommodation, the staff must know the equipment used in the hotel. You must lead the staff responsible for the accommodation to the hotel, and the hotel business staff will introduce them one by one to answer the questions of the participants.
Confirmation: Inform participants to receive their accommodation form and confirm their room. Some organizers do not inform participants to receive their accommodation form, but send a confirmation letter directly from the hotel. It is best to send a notification immediately upon receipt of the accommodation information, as some hotels send a confirmation letter later.
The complaints often heard from conference planners are why they have not been confirmed for some time. At this time, the participant has already made a long-distance call to the organizer to inquire or has called to the hotel of his first choice to inquire. It may also be that the first choice of the hotel is not assigned, and the participants will call him one after another to ask him about the room allocation. Therefore, a reply to the notice or confirmation of the room as soon as possible can reduce the call for long distance calls. In addition, if you can handle the call as soon as possible, you can reduce the number of calls. In order to reduce unnecessary calls, it is best to indicate how many days after receiving the accommodation form.
Accommodation report: The so-called accommodation report is a summary of the hotel reservations over a period of time. In the report, it shows how many restaurants are booked, how many rooms are in each hotel, how many rooms have been booked, how many rooms have not been booked, and how long An accommodation report is provided. The list provided can be arranged by attendee name, country, organization, arrival date or geographic location. After the conference, the conference preparation committee will provide a complete report of each hotel accommodation, or ask each hotel to provide a comparison of their accommodation reports to see how many people temporarily cancel and no-show and who is the last Booking to the completed room Once you have decided on the hotel to use, the hotel reservation form and the accommodation work form will be sent to each hotel.
The price and room type are detailed in the hotel's contract book. In order to make the work efficient, the price given by the hotel is determined, not between a certain price range.
Many hotels are not familiar with the mode of operation of the organizer's accommodation committee, so attach a detailed description to the hotel so that the hotel can know that all reservations and cancellations have to be transferred back. Cancellation can be redistributed and the reservations kept as much as possible. Only the accommodation committee has the right to accept the reservation. If the hotel accepts the reservation, it will cause duplication. This is the trouble for the organizer.
Accommodation services: Large international conferences can be attended by thousands of people or even tens of thousands of people. Booking a room is a time-consuming and labor-intensive job. There are accommodation bureaus abroad. The accommodation bureau is usually under the conference bureau. Providing assistance for accommodation of foreign participants, as it is a government agency, can provide free services, but not every country has a housing bureau. Some countries have accommodation services companies that offer accommodation services but pay a service fee. If there is no such service, the organizer must set up an accommodation committee to handle the accommodation of foreign delegates. The following are the contents of these three services.
Accommodation Bureau: Usually the large-scale conference will use the services of the accommodation bureau. Some countries do not have a residence bureau, but there are also local tourism bureaus that can provide this service. This service is usually free of charge. The premise of the conference bureau is that it must be at least Use a certain number of restaurants. For example, use at least 3 restaurants and 3,000 rooms. Less than this number suggests that you use the accommodation card directly by the hotel. However, there are still exceptions, and the Tourism Bureau will agree to be responsible for accommodation matters. First you have to provide the following information:
1. The number of reservations in the past.
2. How many rooms are expected to be needed.
3. Arrival and departure.
4. Cost considerations.
5. A preference for location.
6. If the current attendees have different preferences than before, tell the Tourism Bureau.
Note: There is no accommodation bureau in Taiwan, and the Tourism Bureau is unable to provide the above services because of limited manpower.
Accommodation service company: Some companies abroad provide accommodation services, most of which are travel operators. They turn air tickets and hotel accommodation into a travelpecdage; however, some companies specialize in providing accommodation services without involving travel. But this service company is charged.
Basic service content: processing accommodation cards, confirmation letters, statements, some companies can arrange after-meeting accommodation, which is usually not included in the reservation report, and provides personnel on-site service to determine the smooth progress of housing and check-out. In Taiwan, it is still handled by the organizer or handed over to the conference planners to contact the hotels.
Self-established accommodation committee: The above two kinds of accommodation services are more suitable for large-scale international conferences. However, for small and medium-sized conferences, it is still necessary to provide accommodation services for foreign participants. Therefore, it is necessary to set up an accommodation committee. Even so, some organizers still set up their own accommodation committees for large international conferences. Why? There are several factors: control the accommodation program in full, immediately grasp the housing situation of each hotel, immediately grasp the number of free rooms, and most importantly, directly serve customers. If there are any problems or special needs in the membership, they can be processed immediately.