Judy Williams spent 15 years working for most respected hotel chains in America as the primary contact for people like you - businesses that need to have a meeting. Now she is able to give you all the inside information on what is needed to plan and conduct a meeting successfully and economically. It goes without saying that even seemingly minor mistakes in planning a meeting can cost you a lot of money in the final bill. This book will pay for itself immediately.Author Comments:In addition to the comprehensive discussion on how to best plan and book a seminar, this book contains forms and charts for setting up meetings. Including "Site Inspection Report Form", "Booking Entry/Room Reservation Form", "Room List Form", and more including sample contracts used with hotel or meeting sites.Back Cover Copy:Sooner or later, every business, association or organization will want to hold a meeting, seminar or trade show outside their regular offices. How do you find your way amongst the dizzying array of hotels, meeting halls, meal guarantees, accommodations arrangements, party packages, bar plans and billing procedures?Author Judy Williams, a veteran hotel and meeting planner, will guide you through the perils and pitfalls of organizing your event. Whether it's your first or fiftieth time, she'll show you how to make your seminar or meeting run smoothly and perfectly with a minimum of expense, time and effort.How To Plan And Book Meetings And Seminars includes:Choosing a siteMaking Lodging ArrangementsPlanning perfect parties, delicious meals, and creative breaksAudio-Visual equipment needsNegotiating a contractStandard extras and special touchesCredit and billing proceduresStaying on schedule and under budgetSpecial meetingsCoping with last minute disastersWhatever kind of events you plan - sales meetings, training seminars, awards ceremonies, trade shows or business conferences - How to Plan and Book Meetings and Seminars is the book you need to make them enjoyable and successful.Table of Contents:CHAPTER 1 - It Happens This Way; or, Who Needs This Book?The Corporate Administrative AssistantThe Association SecretaryThe Regional ManagerThe Entrepreneur The Arts GroupThe Travel AgentCHAPTER 2 - The Key Players and Their RolesWho Are the Key PlayersTwo Elements of SuccessResponsibilities of the InstigatorResponsibilities of the CoordinatorResponsibilities of the Hotel Contact. CHAPTER 3 - Dates and TimesChecking Definite and Tentative Dates Inclusive DatesUnavailable DatesStarting and Ending Twenty-four Hour Break TimeCHAPTER 4 - The Necessary NumbersHow Your Estimate Is Used Why You Must Be Accurate Tips On Arriving at Your Estimate If Your Numbers Change.CHAPTER 5 - Musical ChairsFlexibility in Your Set-UpMeeting Room Charges Negotiating RatesGroup Sizes DefinedThe Eight Most Common Styles of Seating Arrangements.CHAPTER 6 - Standard Expectations and Additions Some Things Go Without Saying, or Do They? Seating Your Special GuestsAdditional TablesSpecial Touches. CHAPTER 7 - Sound and PicturesAudio-Visual Equipment ChargesThe Three Little ProjectorsA Note on Rear Screen ProjectionFlip Charts, Screens, PodiumsMicrophones, Sound Systems, BlackboardsCHAPTER 8 - Room in the Inn Room Block Types of RoomsLocation and Amenities Room Rates and Negotiating ThemArrival and Departure Dates Room GuaranteesWho Pays for What? CHAPTER 9 - Feeding the Masses How Many Meal Functions? Blocking Space, Seating Arrangements Choosing Menus, Guarantees Creative BreaksMeal Prices You Cannot Bring It In CHAPTER 10 - What about Liquor?Bottle Sales—Pros and ConsOpen Bars, Cash Bars, BartendersHors d'Oeurres CHAPTER 11 - Send Me the BillMeet The Controller and His Helpers Folios, Master Accounts, Charges On Departure vs. Direct BillingCredit ApplicationsExceptions to the RuleCHAPTER 12 - Special Types of Meetings Computer MeetingsTrade Shows Continuity Shows Training SeminarsContractor Bid Teams Themed PartiesTours, Fashion ShowsCHAPTER 13 - Choosing a SiteCriteria for ChoosingTips on Where to StartInitial Contact Site Inspections Establishing a RapportCHAPTER 14 - Let's Put it on PaperTelephone Dialogue: An Actual Booking.How Many and When The Basic Info Meeting Space and Equipment Needs.Morning and Afternoon BreaksBlocking Sleeping Rooms Meals and MenusBar ArrangementsHors d'OeurresBilling In