C O L L E G E A T H L E T I C G R O U P S
B ANQUE T S
Walk Through Room Some teams will ask for a walk-through room that’s on average 2,500 sq. ft. of empty space. If your hotel does not have the extra space to offer, highlight a large open atrium you have, covered well-lit parking garage or grass lot on the property. q Each sport/team will have their own specifics for you to review and ensure everything is accounted for. Tailer this to the sports team specifically as track teams, baseball, gymnastics, etc. all use event space for different purposes. q Teams travel and will send their own Powerade or Gatorade and will confirm where these go in the event spaces, as well if a cooler should be placed on each player floor and arrival/departure area. q One of the most important services a hotel can provide for a team is meeting space. Set the temperature in each room to the specified degrees (or whatever specifics are requested) and have them ready for coaches upon arrival of the team. q There should be no music playing in the meeting rooms, meal rooms, or foyers surrounding the meeting space. q TIP: for football if you have pipe & drape to place in front of the entrance of the meeting rooms, suggest putting it up for them. This usually makes them feel more secluded and private. Do not post any events to the reader boards. q Meals are a focused, quiet occasion. There is to be no unnecessary exchange of conversation, and any hotel staff member that will be in the banquet room should have all cell phones, pagers, and handheld radios turned off including house music until everyone has left the banquet room. q Confirm the time to bus tables. Example: after everyone has left the room or during the meal. Confirm in the precon. q It is the hotel’s responsibility to note any itinerary changes and have meals prepared to serve 20 minutes before the designated mealtime. q Have plenty of food and keep it refreshed. q From a dining standpoint, it is critically important that there be plenty of food. No chaffing dish should ever be less than 25% full. Teams will ask that hotels go to great lengths to ensure that food quantities are adequate. If any dish should happen to run out, or a protein is not cooked as ordered, a team could refuse payment of the meal. q Check all diagrams for the room and each meal setup. All presets are listed on the menus. q Ensure that silverware is pre-set for each meal, rolled. Please include a steak knife for each meal. Please have extra plates and silverware on hand as needed. q Please ensure that there is Hand Sanitizer in the front of each line at every meal & snack. q Sneeze Guard needed for all buffet service. q Label all food, steak temperatures, and food allergies hot button. q Extra hydration will be needed by meeting rooms, by the exits as team comes, and goes.
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