Meeting & Event Planning

with The Enzian

AT TIME OF BOOKING

The Enzian will need the following basic information on your event at the time of booking: Sleeping room accommodations Estimated number of people at each function Hours meetings and/or catering events will be held Banquet spaces required Audio/Visual requirements Billing procedures

THREE MONTHS PRIOR TO ARRIVAL

Review Food & Beverage Policies Discuss all arrangements with the Group Sales Office. The information discussed at this time will be drafted as a Tentative Agenda. The agenda will be sent to you for review. The details that will be discussed are as follows:

1. Registration Update and further specifics about your event, including deadlines for making reservations.

2. Arrival & Departure times 3. Meeting room requirements and set-ups as well as required audio/visual needs 4. Banquet needs and menu selections and/or questions 5. Number of people attending each function 6. Alterations in previously reserved sleeping accommodations. 7. Special arrangements for meetings, banquets or hospitalities i.e. entertainment, bar service

setups for hospitalities, receptions or banquets, etc. 8. Billing: which items will be covered by your organization vs. those your participants will be

responsible for. This will include any lodging rooms that will be covered by your organization. SIX WEEKS PRIOR TO ARRIVAL

Review the Tentative Agenda with the Group Sales Office. Make any necessary changes on items and tentative counts. Cover all details from arrival to departure. This is crucial for the success of your event. A revised copy of the agenda will be distributed to all departments at the Enzian Inn.

Check your Group Booking Agreement for room release date or rooming list due date

Note: If you are supplying your participants with a program, please mail or email one to the Enzian Group Sales Office for review prior to distribution. FIVE WEEKS PRIOR TO ARRIVAL

You shall receive a copy of the Final Agenda/BEO from The Enzian Inn. Review this agenda carefully, and check the following:

1. Arrivals/Departure 2. Meeting details, banquets, catering services

ONE MONTH PRIOR TO ARRIVAL

Finalized signed copy of the agenda should be returned to the Enzian Sales Office. Notify the Enzian Group Sales office of any additions, deletions or changes in accommodations The initial count is due 30 days prior to arrival.

FOURTEEN DAYS PRIOR TO ARRIVAL

The fourteen day count must be submitted. Confirm all numbers of participants for all functions with the Group Sales Office.

Remember: After this time no reductions will be taken

FOUR BUSINESS DAYS PRIOR TO ARRIVAL

Reconfirm all numbers of participants with the Group Sales Office. Final guaranteed counts must be submitted.

Remember: final counts must be within 10% of the fourteen day count.

The Enzian Inn will prepare meals and services and charge in accordance with the four business day fixed guarantee.