Symposium Resume-- XYZ'00 Symposium
Answer all the questions the hotel may have even before they have a chance to ask them! CSMs will love you for providing this info before they have to
track it down. This document should be the opening pages of the Specifications Document and it addresses most of the department of the hotel.
Symposium Name The 21st International Conference on XYZ (XYZ'99)
Symposium Dates Sunday through Friday, May 14-19-2000
Major Arrival Dates Saturday & Sunday, 13-14 May 2000
Attendess will largely be arriving by air. Expect high interantional attendance to coincide with major air arrivals from Europe and Asia.
Marjor Departure Date The meeting adjourns at 11:15 a.m May 19, 2000 and most attendees will depart by 3:00 p.m. Expect a combination of early check-outs with luggage storage
and late check-outs after the session ends at noon. Attendees will call bell desk for assistance with their luggage.
Estimated Attendance 1,000 persons
Group Name XYZ Association
Billing Address Conference Management Firm:
Corbin Ball Associates
506 14th Street
Bellingham, WA 98225
Contact Info Phone: 360.734.8745, Fax: 360.734.2204, Email: firstname.lastname@example.org
Group Profile The XYZ Assocition is the oldest and largest association of computer professionals in the world. It offers over 90,000 members a comprehensive program of
publications, meetings, and technical and educational activities, fostering an active exchange of information, ideas, and innovation. The society is the world's
leading publisher of technical material in the computing field. No other professional or commercial organization comes close to matching the Computer Society
in terms of the quality, quantity, or diversity of its publications. Headquartered in Washington, DC, the society serves its members from offices in Los Alamitos,
CA; Tokyo, Japan; and Brussels, Belgium. The society is the largest technical society within the Institute of Electrical and Electronics Engineers, Inc.
Meeting History The annual meeting has met for the past 21 years in locations around the world. Recent meetings have been held in Ireland, Toronto, and Hong Kong.
Attendance is expected to be 50% interantional with more than 20 countries represented. The symposium will present the latest research in the area of XYZ.
Master Account Corbin Ball, CMP - Meetings Manger
Authorization Joe Smith- President
Jne Jones - Exhbits Manager
Barry Pres - XYZ'99 Chair
H. Heart - XYZ'99 Treasurer
Billing Information Attendees are on their own for all charges. See rooming list for VIP and staff billing details.
VIPs See rooming list.
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Symposium Resume-- XYZ'00 Symposium
Registration Location: Ballroom Foyer
Set: Saturday 5/15 4:00pm
Sunday, 5/16 7:30-10am; 5-7pm
Monday, 5/17 7:00am-5:00pm
Tuesday, 5/18 7:00am-7:00pm
Wednesday, 5/19 7:00am-4:00pm
Thursday, 5/20 7:00am-6:00pm
Friday, 5/21 7:30am-7:00pm
Saturday 5/22 7:30am-4:00pm
Sunday 5/23 7:30am-10:00am
Exhibits Location: Marquis Ballroom
Set: Monday, 5/17 7:00am-12noon
Monday, 5/17 12noon-5:00pm
Tuesday, 5/18 8:00am-2:30pm
Tuesday, 5/18 3:00pm-7:00pm
Wednesday, 5/19 10:00am-4:00pm
Thursday, 5/20 10:00am-4:00pm
Thursday, 5/20 4:00pm-7:00pm
Friday, 5/21 7:30am-10:0am
AV 1. XYZ's Audio-visual equipment supplier will be bidded out. We will provide their own AV supervisors/technicians and all projectionists. It is understood that
one microphone will be provided per meeting room at no charge.
2. Please check all meeting rooms for proper functioning p.a systems.
3. Please verify that all podium lights are operable after being placed in meeting rooms.
CRE Computers has been selected as ICSE 99's AV supplier. Contact: Dixie Dohrman, 562-434-4983
Front Desk Guests will check in at the Front Desk. On Tuesday, please direct guests to our dinner in Las Brisas from 6:30. Please refer to check-in information. Rooming
list has been provided with specific room requests for VIPs and higher-ups.
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Symposium Resume-- XYZ'00 Symposium
Set-up Crew 1. All Seminar rooms to be set theater style with center and side aisles. Allow 8' at front of room for AV set. Lighted lectern required in each room at audience
front left. (1) 6'x18" skirted table required front center of each room for overhead projector. An additional 6'x18" skirted table is required in the front row
audience left as a desk for the presider. A sign easel is required outside each meeting room. SEE APPENDIX A FOR DIAGRAM SHOWING SEMINAR
ROOM SET UP.
2. All workshop and tutorial rooms to be set schoolroom style with center and side aisles. Allow 8' at front of each room for AV setup. (1) 6'x18" skirted table
required front center of each room for overhead projector. A second 6'x18" table is NOT needed in short course rooms. A sign easel is required outside each
room. SEE APPENDIX B SHOWING SHORT COURSE ROOM SET UP.
3. Banquet staff to freshen each meeting room at the lunch break.
4. Please do not remove signage or easels outside meeting rooms when refreshing or changing room sets.
5. All meeting rooms are to be vacuumed and cleaned thoroughly each day.
Bellstand All attendees are frequent travelers. Please provide whatever assistance they need.Bell staff will be delivering departure notices and group photos to all
attendees on Thursday evening, May 18.For check-out, a bag pull will not be required, but guests will be instructed to call for assistance with their bags for
departure on Friday, May 14. Guests have been told that all gratuities are included, so gratuities should be automatically posted to master account.
Engineering Please check HVAC systems in meeting rooms for proper functioning.
Heat/Air conditioning in all function rooms utilized per day should be turned on by 8:00 am each morning so rooms can reach comfortable temperatures by start
time. Please check all light systems, electrical outlets in meeting rooms for proper functioning. Check all doors, hinges, locks for proper working condition and
Housekeeping Check restrooms at least 4 times a day for cleaning, especially after 10:00am and 3:00 pm coffee breaks, and noon hour.
Communications We should be listed as "XYZ'99" on all reader boards/monitors. All events which should be included on reader board listings are listed with "(POST)" on the
Services/Reader Boards Symposium Agenda. These events, and only these events, should be listed in the manner as listed on the Symposium Agenda. Those marked with "(DNP)"
should not be listed.
Signage XYZ will post signs for all Seminars and Short Courses. Please post the committee meetings with your standard room signs.
Concierge Please expect heavy tour desk use throughout the week. Please provide brochures and other Los Angeles area information. He. Please provide 1000 copies
for registration packets.
Shuttle Service/ Expect peak load on Friday when meeting closes. Arriving guests will take a the shullte or taxi from the airport. ABC DMC has been contracted to provide
transportation from the hotel to the airport on Friday afternoon.
Lounges Expect moderate to heavy lounge usage on the evenings of Monday, Tuesday and Thursday.
Restaurants Anticipate heavy usage on Thursday, May 13 and Friday, May 14 for lunch, as some attendees are on their own.
DMC ABC will take 40 guests off property for various activities on Thursday, May 13. Jeff Smith is providing entertainment on Tuesday and Wednesday. Paul
Jones is bringing in games on Tuesday and Thursday.
Reservations Please hold 20 staff rooms until cut-off data to be assigned via the rooming list. All other attendees will be making arrangements independently.
Room Service Our hospitality suite is in 1018. Peak hours are from 9:00 pm until 12:00 am. Please check regularly during the evening to make sure that everything is
stocked and cleaned.
Security Salons A & B should be re-keyed and are on a 24-hour hold and should be locked after hours.
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