NAHSL 2016 CPC: Hospitality

Omni menus

There are often venues for the Welcome Reception that are available at a low cost. A library that has something special to offer is one possibility.

Work with conference chair to estimate the number of people likely to attend each meal, for budgeting purposes.

Dine-arounds have been popular in past, but take a great deal of energy to manage. RI and CT conferences simply gave members list of local restaurants, and they dined on their own.

When negotiating with a caterer for the Welcome Reception, work with them to keep expenses low. Having food that does not need to be heated at the venue reduces costs, for example. Having a single bartender can be possible depending on what is being served. At 2016 conference, we wanted a signature drink. Hospitality chairs worked with caterer to find a drink that could be prepared ahead of time (sangria) and gave it a name related to the theme of the conference.

Give attendees just one drink ticket at reception. They can pay for a second drink, if they choose to have one.

Gigmasters.com is one source for finding local enertainment.

See food-related items on hotel tab.

The hospitality table can often also accomodate materials related to the next conference.

Let attendees select their own hospitality items, such as maps. No need to stuff them in packets.

Plans Welcome Reception for Sunday evening, including venue, meals, drinks, other needs.

Arranges for transportation to reception site if needed.

Works with Hotel Committee to plan meals for banquet and entertainment to follow.

Sets up hospitality table near registration, with brochures on local attractions, lists of local restaurants, etc. Finds people to staff it--those who are familiar with area, and may not have been involved in other conference planning are ideal.

Arranges for dine-arounds, if they are held.

See Hospitality in the Revised Files section of Conference Binder--left column of Conference Planning Binder site for more detail. Some items there need further revision.