Securing a Room for a Corporate Event
When booking a room for a corporate event, ask the facility planner specific questions regarding the room, such as:
What is the capacity of the room?
How is the room set up?
What is the capacity of a boardroom-style setup and classroom-style setup?
What capabilities does the room have?
To secure a room for a corporate function, the venue may request a contract or credit card deposit. As a corporate event planner, you may need to arrange payment for the dinner in advance. A corporation may prefer to be billed for its events. Your facility planner will know if the venue offers billing. If not, you may have to arrange for credit card payment.
Fact
If your on-site contact does not have a corporate credit card, you will need to arrange for credit card payment in advance. In addition to the BEO and resume, you may also have to provide a credit card authorization form. The credit card authorization form will have the signature of the cardholder and a copy of the credit card, front and back.
Familiarize yourself with conference rooms and private rooms in your area. Schedule appointments with facility planners to take pictures and collect information on menus, pricing, and beverage programs for your files. Having this information will help you when it comes time to decide on a venue.
