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Chapter 13 Function Rooms and

Meeting Setups

Convention Management and ServiceSeventh Edition

(478CSB)

2© 2006, Educational Institute

Competencies forFunction Rooms and Meeting Setups

1. Describe function rooms and how they are managed.

2. Identify various meeting room setups and describe when each is commonly used, summarize how function rooms are broken down, describe meeting rooms of the future, and explain why it is important to monitor function room usage.

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Function Room Assignments

Made by CSM with meeting planner and with approval of director of sales

Criteria• Room size and capacity under required room setup• Type of event/presentation style• Room location with regard to traffic• Room location with regard to who’s next door

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Function Room Assignments

Timing• Tentative assignments at point of booking• Definite assignments at least 60 days before event• Some planners require definite assignments in

contracts

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Function Room Size and Layout

Use these criteria for choosing a size in room assignment:• Expected number of attendees• Room setup• AV equipment• Lectern or head tables• Clothes racks, props, tables, or handouts• Coffee service

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Function Room Size and Layout

Put similar meetings back to back.

Remember additional items for meeting rooms:• Pads and pencils• Ashtrays• Water glasses and pitchers• Place cards• Handout materials

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Setup, Breakdown, and Function Room Charges

Timetable for Setup and Breakdown

• Allow enough time

• Inform planner if current schedule does not allow enough time

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Setup, Breakdown, and Function Room Charges

Function Room Charges• Vary by property and according to amount of

business the group brings• Can be used to compensate for discounted

guestroom rates• Maintain a firm list of rates• Many properties have sliding scales based on

guestroom pickup• Charge for function rooms if guestroom revenue

does not cover setup, cleanup, and teardown costs

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Release Dates, Multiple Groups,and Employee Procedure Manuals

Release Dates• Set in letter of agreement or contract

Simultaneous Meetings• Most properties host more than one

group at a timeUse of Function Rooms by Others

• Avoid booking competing groups for the same time

• Planners may want control of space• Small property’s advantage

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Release Dates, Multiple Groups,and Employee Procedure Manuals

Employee Procedure Manuals

• Includes meeting room setups and setup procedures

• Houseperson training and job description

• Update periodically to include new furniture, equipment, and procedures

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Scaled Drawings and Function Room Furniture

Scaled Drawings• Have one of each function room for in-house use• Include much detail• Include doors, windows, pillars, elevators,

electrical outlets, and obstructions• Include ceiling height and capacity in the most

popular setups

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Scaled Drawings and Function Room Furniture

Function Room Furniture• Criteria: strength and durability, ease of handling,

ease of storage, flexibility, comfort• Chairs• Tables: Velcro-backed draping, snap-drape skirting• Platforms: use carpeting and skirting if platforms are

worn• Lecterns: table and floor; permanent light fixtures;

built-in speakers; AV controls

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Auditorium or Theater Setup

• Chairs set up in rows facing the speaker• First row should be 6 feet from edge of head

table or platform• Center aisle most common, but use of two aisles

increasing• Aisle size regulated by code: usually 6 feet for

large groups; 4 or 5 feet for smaller groups• Variations on theater style: semicircular with

center aisle; V-shaped

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Monitoring Function Room Usage

Calculate cost of leaving function space unused

Track the following:• Function room occupancy by meal period• Types of functions• Use of guestrooms by function groups• Popularity of individual banquet menu items• Sales revenue per square foot of function space• Average banquet check by type of function• Pattern of unused times and days• Average number of persons by type of function