Meeting and Event Specifications: Creating a Comprehensive Guide

QUESTION

Homework Assignment-A: “Meeting and Event Specifications”

Background: Now that you know how to create the Request for Proposal, learning how to write meeting and event specifications is one of the most important tasks you will learn as an event producer. Everyone has their own style and format. Allow the following example to serve as your guide using the Convention Services Manager at a hotel as your reference point. The Convention Services Manager (CSM) is the hotel’s version of you the “event planner, event producer”. This person has the responsibility of sharing the details and set-up instructions for your event with the hotel’s staff – Chef, Housekeeping, Bell Staff, etc.

The details of your event are known as specifications or “specs”. There are two versions on NYU Classes. You may use these versions; create your own version. There is an ESG (Event Specifications Guide) on www.eventscouncil.org – click on the “APEX” tab and “additional resources” that may also assist you. Again, the choice and style are up to each writer.

This information needs to be detailed enough for the hotel or venue to prepare for your event. For the hotel, the Convention Services Manager/CSM will receive this information from you and use it to create the Banquet Event Order or BEO (sample on NYU Classes). This is the time and place for your catering and food and beverage requirements; linen selections, audio-visual requirements, etc. Once you sign the contract with the hotel or caterer, the menu selection will begin, as well as the process to determine your audio-visual needs for you to begin negotiations with the AV provider.

As you are drafting this document it is reasonable to think you might not think of every detail. Focus on the important information that the hotel/venue needs to prepare the Banquet Event Order or catering information.

The final step is deciding which format you will use – will you work in Word, Excel or PowerPoint? Whatever tool you choose, please make sure it is a tool you are comfortable updating. Once complete, I recommend sending the information as a PDF.

Key to Success:

Remember, the CSM may be working on your event along with two or more events before or after your event. She/he could have a ‘group in house’ when they receive your ‘specs’. So, it is important to be as detailed as possible and to be organized with the type of information you send them. This is your work product and reflects on you as a professional event planner, event producer.

What Not to Put in the Specs – Speaker information and clothing type. For example, “my boss will have a dark blue suit and will be wearing a green tie”. This is not set-up instruction for the hotel/venue.

ANSWER

Meeting and Event Specifications: Creating a Comprehensive Guide

Introduction

Writing meeting and event specifications is a crucial task for event producers as it allows them to effectively communicate the details and set-up instructions to the venue’s staff. This document serves as a guide for the Convention Services Manager (CSM), who is responsible for coordinating various aspects of the event within the hotel. The specifications, often referred to as “specs,” provide essential information for the venue to adequately prepare for the event. This essay will outline the key components of meeting and event specifications and provide guidance on creating a comprehensive guide.

Components of Meeting and Event Specifications

1. Event Details: Begin by providing basic information about the event, including the event name, date, time, duration, and expected number of attendees. Clearly state the purpose and objectives of the event to ensure the venue staff has a clear understanding of the event’s context.

2. Venue Requirements: Specify the space and layout requirements for the event. Indicate the desired room setup, such as theater-style, classroom-style, or banquet-style seating. Include details about any specific equipment needed, such as staging, podiums, microphones, and audio-visual (AV) equipment. Clearly communicate the room capacity and any specific restrictions or considerations.

3. Food and Beverage: Provide detailed catering requirements, including meal breaks, coffee breaks, and receptions. Specify the type of service required, such as buffet, plated, or stations. Mention any dietary restrictions or special meal requests. Include information on menu selections, bar service, and any specific presentation or decor requirements.

4. Audio-Visual Needs: Outline the AV requirements for the event. Specify the equipment needed, such as projectors, screens, sound systems, and lighting. Provide details on the desired setup, such as stage lighting, podiums, and wireless microphones. Indicate if any technical support or on-site AV technicians are required.

5. Decor and Setup: Include specific instructions for room decor and setup. This may involve details about table linens, chair covers, floral arrangements, signage, and any branding elements. Clearly communicate any specific design themes or color schemes that need to be incorporated.

6. Timeline and Schedule: Provide a detailed timeline of the event, including setup and breakdown times. Specify the time slots for different activities, such as presentations, workshops, and networking sessions. This will help the venue staff allocate resources and coordinate logistics effectively.

7. Contact Information: Include contact details for the event organizer or planner, as well as any additional contacts for specific areas, such as catering, AV, or logistics. This ensures effective communication and coordination between the event organizer and the venue staff.

Conclusion

Writing meeting and event specifications requires careful consideration of the event’s requirements and effective communication with the venue’s staff. By providing comprehensive and detailed information, event producers enable the Convention Services Manager to create a Banquet Event Order (BEO) that accurately reflects the event’s needs. The specifications guide serves as a valuable tool for the venue staff to prepare and execute the event seamlessly. Whether using Word, Excel, or PowerPoint, it is essential to choose a tool that allows for easy updates and modifications. Ultimately, delivering the specifications as a PDF ensures a professional and easily shareable document.

Remember, while it may not be possible to anticipate every detail initially, focusing on the essential information required by the venue will set a solid foundation for effective event planning and execution.