Are you planning a meeting or reunion in Kansas City?

If so, here are a couple of suggestions from our Convention Services staff to that covers everything from getting started to managing your budget.
If you find you need additional assistance in planning your Kansas City meeting, please contact our services staff at services@visitkc.com or (800) 767-7700.

Getting Started

The Convention & Visitors CVA of Greater Kansas City is a valuable partner to you and your group when planning a meeting or special event. Our sales staff works with you from the beginning to the end of your meeting. Whether this is your first time planning a meeting or event or your tenth, we'd like to assist you in any way we can. From selecting a hotel to finding a catering company, a speaker or a band, the Kansas City Convention & Visitors Association can appropriate resource at your fingertips. Our helpful staff, along with our informative Membership Services Directory and web site, help make planning a meeting or special event in Kansas City fun and easy.

Planning a Successful Event

Many details go into planning an event, so each section has been strategically designed to serve as a working guide. We've tried to make checklists as complete as possible so you will have everything you need to plan a successful event - with no surprises!

Working with the CVA

Whether you're a one time, a first time or a seasoned meeting, event or reunion planner, you will be better prepared to work with a Convention and Visitors CVA representative if you know the answers to the following questions before you begin:

• Are you interested in receiving rate information from the hotels?
• Do you have specific dates the event takes place? Are you flexible with dates?
• How soon do you need all your information? Will the proposals be presented to a committee? How many copies will you need?
• Who will make the decision regarding location? What is the timeframe?
• What type of functions will your group sponsor?
• Will you require meeting space? How much? What dates/times?
• Approximately how many guests will attend each meeting, event and/or food and beverage function?
• What is your group's arrival & departure pattern?
• How many sleeping rooms will you need each night?
• What assistance can the CVA offer?
• If this is an annual meeting or event, know your group's payment history.

It is very helpful if you can provide a 2- to 5-year history of previous meetings for your group. These can be obtained from someone within the organization, a previous meeting planner or from the hotel where the meeting was held in the past. Some of this information may be difficult to obtain. However, the more you know, the more a Convention and Visitors CVA can help in providing useful information, guidance and assistance to you.

Areas the CVA can Assist in Planning Your Meeting

• Assistance in getting bids from hotels that meet your group's criteria: guest rooms, meeting space, food and beverage functions, rates, A/V support and location.
• Assistance in getting bids from other service providers such as decorators, audio/video companies, caterers, transportation, speakers, special event planners, etc.
• Introductions to a variety of local companies and services that can help you stage a successful meeting/event: airlines, transportation providers, speakers CVAs, attractions, special event planners, printers, etc.
• Providing collateral and other promotional materials to assist with promoting your meeting and building attendance.
• Providing information assistance during meeting planning process.
• Providing on-site support via registration and visitor information personnel and brochures.

Preparing for a Site Visit

Site inspections are very important in helping you determine which hotel is best suited to your group's overall needs. This section provides a list of the detailed questions you'll need to answer for the Convention and Visitors CVA and, more importantly, for the hotel. We've included a checklist to help you. Prior to your site visit, the CVA's sales department can assist with the collection of proposals from area hotels to help determine those hotels that best meet your needs.

Being prepared helps guarantee that your site visit will be as productive as possible. You'll want to feel comfortable with the hotel and the personnel. This will be the basis for the long-term, trusting relationship that is at the core of all successfully planned and executed events.

By the time the site visit begins, you should know:

• What are your exact room block requirements?
• What is the breakdown of single vs. double occupancy needs? How many suites do you need?
• Do you have planned meal functions?
• What are your housing requirements?
• How do you handle registration?
• Any other special service requirements?
• What is your group's payment history?
• Once you return home we suggest you review your survey forms and narrow down your selection to two or three properties. If your board must vote on the location and/or hotel, recap the attributes of each and prepare a recommendation based on your group's criteria.

Hotel Checklist

The following checklist of factors is for you to consider during your site inspection of hotels:

• Type of hotel (downtown, suburban, airport, resort, and conference center)
• Contacts at the hotel
  • Sales Manager
  • Banquet Manager
  • Conference Services Manager
  • General Manager
• Accessibility to transportation/airport
• Parking/costs
• Number of rooms:
  • Singles
  • Doubles
  • Kings
  • Queens
  • Suites
  • Parlors
  • Other
• Published rates for singles, doubles, suites, etc?
• Taxes
• Service charge policy for individual & group rooms. Food service?
• Room guarantee policy?
• Check-in and checkout times?
• Credit cards accepted?
• Does hotel pre-register guests?
• Billing policies - (master billing: rooms to company or individual; other charges to company or individual)?
• Quality of appointments and upkeep?
• Planned renovations and timing?
• Guest services - valet, room service, in-house movies, 24-hour concierge, twice-daily maid service, and complimentary shoeshines?
• Special services for VIPs?
• In-house dining, entertainment, recreational services, room service and shopping?
• Specialty restaurants, entertainment and shopping?
• In-house and contractual meeting services - audio-visual, interpreting and translating, photocopying and shipping?
• Hospitality room guidelines?

How to Create a Rating Card

List the attributes of the hotel that are the most important to you and your group (priorities). It can literally be anything!

Assign an "Importance Multiplier" that gives a value to the attribute from most to least important. Place the hotels you're comparing in the columns (A, B, C, etc.) and "score" them.

To get "total weighted points," multiply the individual score by the importance multiplier and add the results. This will help you make a realistic, overall evaluation. Try it!

Things to Consider

• Does hotel have the guestrooms you require available on your preferred dates?
• What are the guestroom rates for your group?
• How will reservations be handled and guaranteed?
• What is the cut-off date for room reservations?
• What is the complimentary guestroom policy?
• Will there be other groups in the hotel at the time of your meeting/event?
• Will there be activities in the hotel that can affect your functions (rehearsals, construction, and motivational meetings)?
• Access to and rates for spa, golf, tennis, swimming pool and other sports?
• Does the hotel have access to the Internet in its rooms? Costs?
• Does the hotel have telephones available in its meeting rooms? Costs?
• What meeting services will be provided?
• Does the hotel have the meeting/banquet space you require?
• Ask for fact sheets, floor plans and capacity charts.
• What are the meeting/banquet room charges?
• What in-house and outside services are offered?
• Availability of audio-visual equipment, electrical voltage and outlets? Costs?
• Sample menus and prices?
• What are the taxes and service charges on food functions?
• What is the meal guarantee policy?

Fabulous Food Functions, Parties, Breaks

Once your guests show up, they'll more than likely be treated to some sort of meal function over the course of your meeting/event. The details in planning receptions, luncheons and coffee breaks can seem overwhelming.

The following guidelines will help you review everything you need to consider so that your banquet events come off without a hitch.

• Has the menu been double-checked?
• Is table seating eight or ten per table?
• Any reserved tables?
• Are tickets to be collected at head table?
• Can single tickets be purchased?
• Where can single tickets be purchased?
• What is the price of single tickets?
• Is there an invocation?
• Has hotel been notified of invocation?
• How many tables are assigned per server?
• Is there music at the meal function?
• Will the "National Anthem" be played at the start of the event?
• Is there a flag in the room?
• How many are seated at head table?
• Is it on risers?
• Where will head table guests assemble?
• Who will seat them?
• Are there lighting cues?
• How many microphones are needed?
• Who will open the doors when the program ends?
• Who will close the doors when the invocation begins?
• Where is the script for the meal function - at the podium or in the toastmaster's hands?
• Where is the heating/air-conditioning control?
• After the dessert, who gives the cue to toastmaster to start the program?
• What is the color of the table linen?
• Are there centerpieces?
• Should there be material on the tables?
• Is there a press table?
• Is there a table for "head table" spouses?
• Are there any audio-visuals?
• Are there any last-minute announcements that must get into the toastmaster's hands?
• Who escorts the guest speaker out of the room following the program?
• Who signs the meal function check for the property?
• Has the check been properly identified?
• Who is responsible for return of audio-visual equipment?

Tip for Lowering Cost, Consumption at Cocktail Parties

By knowing just a few cost-cutting tricks, you can keep food and beverage costs reasonable.

Here are some tips for reducing cocktail party costs and consumption.

Tips To Lower Hors D'oeuvre Consumption

• Put hors d'oeuvre stations against walls.
• Offer fewer stations - (just bigger ones).
• Do not allow plates.
• Have all hors d'oeuvres passed on silver trays.
• Offer a less expensive item as well as the more expensive ones.

Determining the Number of Hors D' Oeuvres Per Person

• If cost is a factor and you use the techniques described above - six pieces per person.
•  If cost is not a factor and you split up stations and float the tables in the room, but still don't use plates - eight pieces per person.

Finalizing The Decision

Once you have decided on a hotel, you'll want to confirm (and guarantee) your dates by signing a contract. And, the sooner the better! Do not feel that two years out is too early to make a commitment. Early planning is the key to staging a successful meeting/event.

Below is a checklist of things to consider when signing a contract. Utilize it as you review your contract, but remember these are guidelines only. Hotel contracts are as diverse as the properties that create them, so make sure you understand all the terms and conditions before signing any contract.

Contract Checklist

• Don't sign a proposal; get a contract or a comprehensive letter of intent.
• Specify space committed to your group free of charge and how it relates to your use of guest rooms and meeting space.
• Add clauses particular to your group; be specific as necessary.
• Make sure your contract includes information that details arrival/departure.
• It's important to mention specific days, month and year. As a rule of thumb, guaranteed rates should be applied to your group for three days prior to and after your meeting/event.
• Check the contract for the negotiated room rate or for "increase percentages." 
• If the hotel/facility won't quote a set rate (which will probably be the case), they should be willing to quote a set annual percentage increase to an agreed- upon base rate.
• Make sure this is spelled out in your contract.
• Check the contract for the Cancellation Clauses, which should establish specific conditions and a schedule of charges that you agree to pay the hotel should you cancel your meeting at "the last minute."
• Review these clauses carefully and make sure you understand the conditions under which cancellation fees will be assessed to your group.
• Make sure you put all the details in writing.
• Always get at least three weeks for the room cut-off date, and make sure you require a call from the hotel before the block is decreased.
• Arrange for late checkout for staff.
• Your organization is the entity contracting for rooms and services.
• Their name is on the line.You sign either above or below while "acting as their agent."

Breaks

Try these variations on Danish pastry.

• Doughnuts
• Pound cake
• Bagels and cream cheese
• Pre-sweetened dry cereals, in paper cups
• Gingersnaps
• Quiche, cut in small squares
• Popcorn, possibly in small bags
• M&Ms or miniature candy bars
• Animal crackers

Variations on cold items:

• Raw vegetables with dip
• Cheeses and cold cuts
• Strips or cubes of melons
• Fruit chunks on skewers
• Strawberry Jell-O cubes in a bowl
• Iced tea with pineapple spears
• Different sodas
• Frozen yogurt with toppings
• Several flavors of sherbet
• Watermelon basket (or bowl) filled with fruit chunks
• Sunrise cocktail (blend yogurt, orange juice and honey), with slice of orange and wheat germ 
• Pina Colada or Bloody Mary without the alcohol
• Ice cream floats: 16-oz. glasses with two scoops vanilla ice cream - let guests pour in their choice of soda
• Serve fortune cookies. Include a special meeting-related message.

Questions For The Decorator/Party Planner

• Is the decorator equipped to do the type of job I require?
• Does the decorator operate regularly in the city?
• What portion of the work would the decorator subcontract?
• How many other jobs does the decorator already have on his books within close proximity to the dates of our meeting?
• What ancillary services is the decorator in a position to provide?
• Is the decorator willing to break down all costs for my scrutiny?
• Does the decorator have fleet equipment sufficient to ship my materials?
• Does the decorator have access or "holding" areas in the city?
• Will the decorator include accommodations and subsistence charges in his service package?
• Does the decorator have good access to suppliers of special materials and equipment?
• Does the decorator understand the mission of my meeting/event, my attendees, and my budget?
• Is the decorator responsible for getting plans and materials approved by local officials?
• Is the decorator innovative in discussing my special needs?
• Will the decorator guarantee quality and condition?
• Will the decorator agree to attend meetings and rehearsals?
• For whom has the decorator worked in the recent past?
• Is the decorator fully insured, and a member in good standing of the business community?

Managing Your Budget

Managing your budget is the most important aspect of planning a meeting/event. Your organization will need an account of expenses and revenues. This process can be made a lot easier if you work with the hotel staff to set up your master account billing several months prior. You, the hotel comptroller and key hotel department heads need to establish the "blueprints for billing" so that misunderstandings and problems are not part of your agenda.

The following general guidelines will give you a place to begin:

Six Months Prior

• Advise hotel, in writing, of any special billing requirements and instructions as prescribed by the planner, including a request for meeting with hotel controller.
• Copy key hotel departments.

Three Months Prior

• Advise hotel controller, in writing, the date of three-month review of arrangements and need to present and discuss Billing Instruction Sheet.
• Discuss room and master folio requirements and secure samples of the forms they'll be using.

One Month Prior

• Communicate rate, other charges, billing procedure and sample room bill to attendees.
• Copy key hotel departments.

Three Days Prior

• Meet and review master account requirements with hotel comptroller, head front office cashier, front office manager, and accounts receivable supervisor.
• Verify previously communicated accounting requirements.
• Inspect: early arrival room folios for accuracy of set-up.
• "Master Account" and "Incidental Folio identification and/or splits.
• Arrange for a periodic review of master account charges with supporting detail.
• Establish a date, time, place and hotel staff identification for a post event review of master account.

1-2 Days After

• Review master account bill and original or copies of charges. Approve correct charges.
• Attempt to settle disputes.
• Identify and list missing or delayed charges.