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Function Rooms and
Meeting Setups
Convention Management and Service

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Competencies for
Function Rooms and Meeting Setups
1. Identify factors that convention service managers
consider before assigning function space to meeting
planners.
2. Identify various meeting room setups and describe
when each is commonly used.

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Function Room Assignments
Made by CSM with meeting planner and with
approval of director of sales
Criteria
• Room size and capacity under required room setup
• Type of event/presentation style
• Room location with regard to traffic
• Room location with regard to who’s next door
Timing
• Tentative assignments at point of booking
• Definite assignments at least 60 days before event
• Some planners require definite assignments in
contracts

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Function Room Size and Layout
Use these criteria for choosing a size in room
assignment
• Expected number of attendees
• Room setup
• AV equipment
• Lectern or head tables
• Clothes racks, props, tables, or handouts
• Coffee service
Put similar meetings back to back.
(continued)

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Function Room Size and Layout
Remember additional items for meeting rooms:
• Pads and pencils
• Ashtrays
• Water glasses and pitchers
• Place cards
• Handout materials
(continued)

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Setup, Breakdown, and
Function Room Charges
Timetable for Setup and Breakdown
• Allow enough time
• Inform planner if current schedule does not allow
enough time
Function Room Charges
• Vary by property and according to amount of
business the group brings
• Can be used to compensate for discounted
guestroom rates
• Maintain a firm list of rates
(continued)

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Setup, Breakdown, and
Function Room Charges
• Many properties have sliding scales based on
guestroom pickup
• Charge for function rooms if guestroom revenue
does not cover setup, cleanup, and teardown costs
(continued)

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Release Dates, Multiple Groups,
and Employee Procedure Manuals
Release Dates
• Set in letter of agreement or contract
Simultaneous Meetings
• Most properties host more than one group at a time
Use of Function Rooms by Others
• Avoid booking competing groups for the same time
• Planners may want control of space
• Small property’s advantage
(continued)

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Release Dates, Multiple Groups,
and Employee Procedure Manuals
Employee Procedure Manuals
• Includes meeting room setups and setup procedures
• House person training and job description
• Update periodically to include new furniture,
equipment, and procedures
(continued)

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Scaled Drawings and
Function Room Furniture
Scaled Drawings
• Have one of each function room for in-house use
• Include much detail
• Include doors, windows, pillars, elevators, electrical
outlets, and obstructions
• Include ceiling height and capacity in the most
popular setups
Function Room Furniture
• Criteria: strength and durability, ease of handling,
ease of storage, flexibility, comfort
(continued)

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Scaled Drawings and
Function Room Furniture
• Chairs
• Tables: Velcro-backed draping, snap-drape skirting
• Platforms: use carpeting and skirting if platforms
are worn
• Lecterns: table and floor; permanent light fixtures;
built-in speakers; AV controls
(continued)

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Auditorium or Theater Setup
• Chairs set up in rows facing the speaker
• First row should be 6 feet from edge of head table or
platform
• Center aisle most common, but use of two aisles
increasing
• Aisle size regulated by code: usually 6 feet for large
groups; 4 or 5 feet for smaller groups
• Variations on theater style: semicircular with center
aisle; V-shaped

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Monitoring Function Room Usage
Calculate cost of leaving function space unused
Track the following:
• Function room occupancy by meal period
• Types of functions
• Use of guestrooms by function groups
• Popularity of individual banquet menu items
• Sales revenue per square foot of function space
• Average banquet check by type of function
• Pattern of unused times and days
• Average number of persons by type of function