Hotel Arrangements

If you are using the Hilton for an STC Houston sponsored meeting or event, here’s some information you should know.

Our contact person is Betty Clark, 713.735.5921

Booking Facilities:

ü You can book a room 45 days in advance of your event.

ü When you know your date, contact Betty and ask her to draw up a contract. If you want a specific room, tell her at this time.

ü Betty will draw up the contract and send it to you. I know she can fax, but I’m not sure about snail mail or e-mail.

ü Review the contract, and have the chapter president sign it.

ü Complete an expense form requesting a deposit check for the hotel.

o We do not have direct billing at this time, so you must give the Hilton a check to secure the room.

o This deposit money counts toward your minimum food order for the room.

ü Return the signed contract and check to the Hilton

ü Ensure that the Hilton knows we are a tax-exempt organization

What to order

ü Room setup: either classroom or round tables; if you use round tables, specify how many tables and how many seats per table

ü Specify that you want a podium and table at the front of the room

ü AV: order a microphone (corded or not corded; lavaliere or not); order an AV cart, cables, and extension cord; optional items include:

o LCD projector

o Easel with flip chart pad

o Screen, depending on if the room has one built in or not

ü Food: order at least $500 worth of food to cover the deposit check; this amount will probably be your minimum on food expense; don’t forget to order ice tea and/or coffee

ü For evening meetings or events, you will need to order the cash bar:

o One to two bartenders

o One cashier

Before the meeting

ü 72 business hours before your meeting, you will need to pay the hotel for the remainder of the bill – again, ensure that the hotel does not charge you sales tax

ü Complete a check request for the amount owed the hotel, minus the $500 deposit

ü Have your committee manager and chapter president sign the check request and turn it in to the chapter treasurer

ü Deliver check to hotel 72 hours before your event

The day of the meeting:

ü Arrive at the hotel early to ensure all is set up according to your specifications

ü Meet hotel liaison

ü Test AV; learn how to control the lighting

ü Verify food order

ü At the end of the meeting, sign the hotel bill

ü Return chapter’s copy of the signed bill to the chapter president