Preparing for Unexpected Situations
* Send your final list well in advance, at least seven to 30 days prior to arrival.
* Inform guests of the Legend's location and parking.
* Send your meeting specifications to the location two to four weeks before a meeting. List every meeting requirement, day by day, hour by hour.
* Don't forget to reserve space for your meeting office, press room, speaker-ready room. Remember to make preparation for all food and beverage activities and events held off-site. Include billing instructions and lists of VIPs.
* Check the Event Orders (EOs) and Banquet Event Orders (BEO's) from the caterer. Check against your specifications and advise the facility promptly of any changes or of your approval.
* Hold a pre-convention meeting 24 to 48 hours in advance of the meeting to review event expectations, procedures and to provide an opportunity to meet staff contacts who will help you with any problems.
* Never assume that a request has been taken care of - always double check.
* Work with the hotel to resolve any last-minute changes.
* Things to do daily:
1. First thing each morning, secure a printout of all rooms in house and a report of any "no-shows" or cancellations.
2. Early in the day, and again in the afternoon, meet with your hotel contact to review any changes in the program and/or meal counts.
3. Each afternoon, set aside time to meet with accounting to review the bills from the day before and verify that your charges are correct.
WHERE DO I START?
* Negotiation Techniques [PDF] 
THE ABC's OF EVENT PLANNING:
Created as a Step–By–Step to Special Event Planning over fifteen years the ABC's of Event Planning is a wealth of information for planning a Legendary event. Everything you’ll need – including event planning timelines, other event planning guides and banquet planning services – all at your disposal.
* Booking
* Preparing for Unexpected Situations
* Post-Meeting/Follow-Up
Whether you are planning a cocktail reception, a corporate function or an elegant sit-down dinner, the Legends Banquet & Special Event Center makes the planning easy. We excel in accommodating the unique needs of each and every client, from a small business meeting to a banquet serving up to 500+ people. Request For Proposal Form or click this link to request more information on our variety of services.
