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Pay all deposits necessary.
February 7-11, 2011 -- Find backup caterer and limo service in case of problems tables, chairs)
May 2-6, 2011 -- meet with caterer, choose menu, make final arrangements.
Meet with limo service to make final arrangements
May 9-13, 2011 -- Meet with Hilton Docklands Riverside to make final arrangements for services.
June 15, 2011 -- Call all vendors and confirm final arrangements
July 12-14, 2011 -- Main Event as per Itinerary. It might be noted that all equipment needed will be provided by the hotel. In addition, they have secretarial staff available as part of the meeting room rental. The catering vendor supplies all eating utensils, linens, etc. Set up was included in the quoted price.
July 18, 2011 -- Mail out evaluation surveys to board members.
August 1, 2011 -- Get surveys back, do final close out documents and submit for payment.
August 31, 2011 -- Final payment received.
Event Budget
All Amounts are in UK Pounds
Description
Unit
# Units
Total
2 Nights at Cavendish Hotel - 1 person per room
8
UK Limo Service -- 8 limos -- as per negotiated flat fee
8
Airport to Petros Restaurant
8
Petros Restaurant to Cavendish Hotel
8
Cavendish Hotel to Hotel Docklands Riverside
8
Hotel Docklands Riverside to Bel Canto
8
Bel Canto to Cavendish Hotel
8
Cavendish Hotel to Airport
8
Meeting Suite -- Westminister Suite
1
Catering -- Hubbub Catering
Breakfast
9.00
8
72.00
Morning Refreshments
6.00
8
48.00
Lunch
19.00
8
Afternoon Refreshments
6.50
8
52.00
Additional Charges -- Chef, waiter/waitress (per hour)
27.00
12
Event Management Fees
Grand Total
20,938.00
Site Inspection Checklist
Hotel
Site Inspection Date:
Completed by
MEETING
Group
Address
City State Zip
Meeting Name:
Hotel Address
Phone: FAX:
Rooms with King Beds?
Non-Smoking Rooms?
Construction Planned? Yes ? No
If yes, what and when?
Rate the following: (1 poor -- 5 excellent)
Lobby Decor
Lobby Seating/Location
Lobby Condition/Cleanliness
Restaurant(s) Condition/Cleanliness
Restaurant(s) Decor
Restaurant(s) Menu Selection/Pricing
Restaurant(s) Food Quality
ROOMS
Rate the following: (1 poor -- 5 excellent)
Restroom cleanliness
Restroom proximity
Equipment availability
Equipment condition
Equipment price
Overall Rating
Comments:
Checklist for Limo Service Selection
Enough Limos available at requested dates and times YES NO
Rental Charge
Services Included in this price?
Rate the following: (1 poor -- 5 excellent)
Condition/Cleanliness of Vehicles
Soundproofing
Decor
Lighting
Sound System
Comfort of seats
Ride
Comments:
Caterer Selection Checklist
Available at requested dates and times YES NO
Set up Included in Price? YES NO
Provide Linens, flatware, tableware etc. YES NO
Price for additional staff? YES NO
Rate the following: (1 poor -- 5 excellent)
Condition/Cleanliness Linens, flatware, glassware etc.
Menu selection
Menu Price
Quality of food samples provided
Comments:
Post Meeting Evaluation Survey
Please Rate the following: (1 poor -- 5 excellent)
1
2
3
4
5
Quality of room at Cavendish Hotel
Room Decor at Cavendish Hotel
Were the Limo Drivers prompt?
What was your overall satisfaction with the limo service?
How would you rate the meeting facilities at the Hilton Docklands Riverside?
Did you have everything you needed at the meeting site?
How would you rate the catering?
Catering food quality?
Catering Staff?
How was your experience at the Petros?
At the Bel Conte?
How would you rate your overall satisfaction with the event?
References
Bel Canto French Restaurant, London UK. 2010. Retrieved 8 January 2011 from http://www.lebelcanto.co.uk/
Hilton London Docklands Riverside. Retrieved 8 January 2011 from http://www.meetings-conventions.com/Meeting-Facilities/London/Convention-Hotel/Hilton-London-Docklands-Riverside-p2178883
Hubbub Catering. Retrieved 8 January 2011 from http://www.hubbubcatering.co.uk/menus.php?v=8
UK Limo Service. Retrieved 8 January 2011 from http://www.uklimoservice.com/heathrowtransfer.html
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