Details, details, details! Communicating your details is the best way to ensure your event's success.
Two weeks prior to your event, send your specifications to your hotel and audio/visual contact. Include: date, time, set-time, name of function, rehearsal times, room set-ups, microphone and audio/visual requirements, and any special needs you may have. The hotel will send you confirmations back for each function called a BEO (Banquet Event Order). A day or two before your event meet with your contacts and communicate changes.
Before your event, the hotel will send you a resume that will include details such as: signature authority, VIPs, room block actuals, function dates and times. Review this carefully and communicate changes at least three days before your arrival. Group resumes are sent to all hotel departments.