There is a fun and often funny children’s game called telephone. It’s when a whispered sentence is communicated from person to person, until the last person who hears the message repeats what they heard to the group. And, typically, by the time the last person hears what was started by the first person, the message has completely changed and is not at all close to what was originally communicated.

So, think about this as a reminder about what you’ve told your conference services manager and how your message is relayed from department manager to their teams.  By the time the message reaches those who will be taking care of your group, your message is not exactly what you said.

The importance of having a Pre-Con (pre conference meeting) is invaluable, and it’s your insurance policy to be sure that exactly what you anticipate happening will be exactly what is delivered by hotel staff at your events.

The guaranteed approach is to ask your conference services manager to arrange a Pre-Con the day before your group arrives. The attendees will be department manager who are looking after your group; sales, reservations, audio/visuals, food & beverage including the banquet manager, shipping/receiving, & security. Basically, everyone who will be by your side throughout your program.

At the Pre-Con everyone will talk through your event, from arrival day through the last event on the final day and departures. You’ll go over menu selections, seating styles, start and end times, & final pricing, This is the time when the small details get reviewed to be sure what you have communicated is what will happen, and it gives each person a chance to get to know you and your organization and why you are having the meeting. Establishing a rapport with everyone who is going to take care of you will give you the confidence you need to be sure all will be well. Improve the success of your events by requesting your conference services manager make arrangements for this very important briefing.