Organizing large convention conference groups at expansive hotels can be a daunting task, especially when multiple teams and complex schedules are involved.
Whether you’re a seasoned meeting planner or tackling your first major conference, mastering the art of streamlining meetings with onsite support teams is essential to delivering an exceptional experience for every attendee (and your personal sanity).
Here are three secrets that will transform your approach to managing large-scale events and make your next conference smoother than ever.
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1. Deep-Dive Program Review Before Arrival
About three to five days before your group arrives onsite, schedule a dedicated hour with your hotel event manager for a comprehensive program review. This isn’t just a cursory glance at the schedule—it’s a thorough walkthrough of every banquet event order (BEO) and a careful examination of the entire group resume provided by the hotel. By confirming details, identifying potential challenges and clarifying expectations, you’ll set the stage for a smooth onsite experience. This deep dive offers peace of mind, allowing you to sleep well knowing everything is buttoned up and ready to go.
2. Meet the Onsite Operations Team Early and Often
As soon as you arrive onsite, request a meeting with the key players from the operations team before the pre-conference meeting with the entire hotel staff. Connecting with these team members early allows you to build rapport, establish clear lines of communication and ensure everyone understands their roles and responsibilities. Walking into the pre-conference meeting with familiar faces sets a positive tone and creates an atmosphere of excitement and teamwork. Immediately after this pre-conference meeting, spend another one to two hours reviewing your program in detail with banquets, culinary and your event manager. Don’t forget to spend time with the front desk operations team to review VIP arrivals and peak periods. This extra attention ensures a seamless check-in and departure experience for your attendees, minimizing stress and confusion for everyone involved.
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3. Identify AM and PM Leads, and Use Real-Time Communication Tools
With your event manager, identify the a.m. and p.m. leads for all banquet operations, audiovisual leads, Teal Coats (Gaylord Hotels-designated event experience managers) or meeting concierges. This step is crucial for streamlining communication and quickly addressing any onsite issues. Establishing a text message thread with these leads, using tools like WhatsApp, ensures rapid response times and keeps everyone in the loop. Having the right players included in your onsite chat enables instant feedback and allows you to adapt to evolving event needs without delay. The result is a more responsive team, smoother transitions between event phases and a higher level of attendee satisfaction.
The key to managing large meetings with onsite support teams lies in proactive planning, hands-on coordination and leveraging technology to keep communication flowing. By conducting a deep program review before arrival, connecting early with key operational staff and utilizing real-time messaging tools, you’ll create an environment where every detail is managed and every team member is empowered.
Visit gaylordhotels.com/meet to learn more about events at Gaylord Hotels.
