Hilton Hotel Bar Mitzva Party Planning & Catering web site

Print Close Social-Leisure:  These tips are not all inclusive. You may have additional questions related to your specific group event. Basic Planning Tips Determine date(s) and time(s) of the special event, and if possible a set of alternative date(s) and time(s). Decide on the destination city. Will guest rooms be needed? If so how many? Will event space be needed? Will food & beverage be needed? Will audio/visual equipment be needed? Determine the daily schedule. Determine the total budget spend for the event(s). Break down the budget to allow for: Guest rooms Meeting space Food & beverage Audio / visual equipment rental Make sure you have a Hilton HHonors or Fast Reservations profile to make it faster and easier to book your event online. Finding a Hotel Search for the perfect location and send all of your event's requirements to one or many Hilton Family hotels by submitting an online request for proposal . Or, if you prefer, you can book your entire event online at available hotels. Don't forget to check out our Group Value Dates for discounts on guest rooms. Guest Rooms How many guest rooms will be required on each night of the event? What is the breakdown number of singles, doubles, and suites? Inquire about the different room types offered by the hotel. Are these counts estimates or exact? How many people will occupy each room? What is the budgeted guest room rate? Are connecting rooms required or would you prefer to have rooms with no connecting doors? Do all or any of the rooms need to be on the same floor or near each other? Determine how reservations for the group will be made. Will each attendee be responsible for making their own reservations or will reservations be handled by one person? Ask the hotel to create a free customized personalized online group page for the event. Give the URL to team members allowing them to book their reservations quickly and easily. OR use the group code, supplied by the hotel or that you received in your e-Events confirmation, to book reservations directly on Hilton.com. You can access a guest list online to see which attendees have already booked their reservations. Log in to your HHonors or Fast Reservations account to access Guest List Manager. Print or download a reservation guest list, book multiple guest reservations for the group as well as view a snap shot of how many reservations have been made each day. Ask the hotel when names for all of the guest rooms are due by. After check-in, ask the hotel sales manager for a copy of the room list complete with guest names and room numbers. This will allow you to know where everyone is in case of an emergency. Event Space Use the meeting space calculator to determine the appropriate meeting room size needed for the event. Is the meeting room separated from adjoining rooms? Are there solid walls, sliding panel or air walls? View the hotel's meeting space floor plan images, where applicable. Determine the full duration of the event. If the event is scheduled over several days, are the start and end times different on each day? Determine the number of people attending. What kind of seating arrangement is needed? (Reception, Theatre, U shape, Classroom, Conference, Banquet and Hollow Square) Download Delphi Diagrams Software which gives you the power to convey exactly how the event space should be set up Prepare two lists for the seating plan one in alphabetical order and one in order by table number. Determine what type of Audio/Visual equipment is required for entertainment and speakers. Will a podium be needed? Is a stage required? Will a dance floor be needed? Will extra tables be needed for gift bags, prizes, etc? Food and Beverage Determine the number of people to be served at each event. Will everyone be served at one time or are multiple seatings needed? Determine menu and beverage choices. Is a separate hospitality room needed? What is the hotel's outside food and beverage policy? What are the liability insurance needs? Advise the hotel of any special dietary requirements for people attending the event. Determine the food and beverage service charges. Billing and Payment Who is responsible for the payment of guest rooms and the event space? How will incidentals (phone calls, room service, etc.) be handled? How will final payment be made? Credit card, check, etc? Who will be authorized to make changes for the group that would involve extra charges from the hotel? Is an advanced deposit required? If so, is there a payment schedule? Would you like to set up a master bill with the hotel? If so, what charges will be added and who is authorized to make those charges? Additional Basic Tips Check the available parking at the hotel. Is there a cost? Is transportation available to and from airport? Is there a schedule or will you need to make reservations? Is there a charge? Let property know of accessibility special needs for guests' rooms, public areas or function rooms. Ensure hotel is fully aware of the delivery and collection times planned by all outside vendors. Check out things to do in the area before or after the event. Notes Back to Top