1. SHANGRI-LA HOTELS & RESORTS
(Events Management Checklist)
Who
For Events Management Staff internal use only
What
There are many detailed requirements in a single event, and the various departments in the
hotel mainly rely on the Events Management Staff to provide these details in order to make
preparation to ensure the success of the event. Prior planning in obtaining the suitable
information is essential and important in minimizing the number of changes during the actual
event.
How to Use
Upon receiving the event enquiry / lead, the Events Management Staff are to:
- Review the type of event and its requirements
- Use the checklist and tick “4” the items that the hotel requires from the organizer in order
to prepare for the event
- Coordinate with the organizer and cross out “8” the items upon obtaining the information
required
- Note that requirement for each event is different. Therefore, a new checklist is to be used
for each event / file
Hotel to Note
Note that the list indicates general requirements of an event, therefore there may be other
special guest request based on individual event organizer.
Eventschklist.doc Template updated on 25.6.2002

2. EVENTS MANAGEMENT CHECKLIST
Contract is Signed Function Room Setup Menus Signage Wordings
Review Guest / Function Shrinkage U-Shape Type of Menu Selected Directional signage
Follow-up Pre-Payment Theatre Chinese No. of Easel Stands
Send Introduction Letter Classroom Western Electronic Signage
Pre-Convention Meeting Fish-Bone Buffet Door-card Signage
Hollow Rectangular Others
Guest Room Checklist Banquet Round Type of Service Transportation
Rooming List Others No of vehicles
Guest full name Stage Setup Coffee Breaks Vehicle number
Name of Sharer Back-Drop / Banner Flexible Mix & Match Schedule / Timing
Arrival & Departure Dates Risers Theme Coffee Break Driver Name / Contact
Flight Details / Timing Floor-plan AM & PM Timing Reserved lots for VIP
Room Category AV Requirement Car-park coupons
Single / Twin / Double Bed IT Requirement Food Arrangements Complimentary / chargeable
Room Rate Quantity to prepare Others
Early Check-in Linen Special Dietary Required Tent-cards
Late Check-out Tablecloth Venue to be Served Nametags
Express Check-in / Check-out Napkin Timing to be served Type of Flowers
* Nationality Seat Covers / Tassels Program during meals Plant Groupings
* Credit Card Bev. Arrangements Seating Arrangement Event Itinerary
* Passport details A la Carte Print menu-cards Event Contractor
Beverage Package Ice Carving
Special Rm Requirements Billing Instructions VIP Requirements Telephone Lines
Smoking / Non-Smoking Venue to be Served Extension Line
Additional Bed Timing to be served Billing IDD Line
Golden Circle Member VIP Requirements Authorized Signatory ISDN Line
Special Amenities Guaranteed Attendees ADSL Line
Pool / City View Banquet Event Order Expected Attendees Broadband
Health Facilities Group Resume Billing Address Thank You Letter
Complimentary / Up-sell Rooms Amendment Sheet Credit Arrangement Post-Event Critique
Giveaway to Organizer
Other Requirements:
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Eventschklist.doc Template updated on 25.6.2002