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Take Event Planning a Step Beyond

Tips and tools for seamless planning.

Event Planning Checklist 

We take every detail into consideration so you can focus on hosting a truly meaningful event, whether it’s a board meeting, a family gathering or your dream wedding.   

  • Determine the event size and purpose. 

  • Set a date, or a range of date options.

  • Outline your event, including expected attendance, seating arrangement, audiovisual and production requirements and food and beverage needs.

  • Consider transportation, entertainment, speakers, activities and any special needs.

  • Prepare a timeline for booking venues and accommodations, invitations, promotions and event materials. 

  • Budget for sponsor expenses, if applicable, and calculate attendee expenses.  

  • Create a balance sheet of expenses. 

  • Build in a contingency fund for unanticipated expenses.

  • Establish a holding account for accrued program expenses.

  • Consult with your company’s accounting office, if applicable.

Selecting a Destination and Hotel
  • Select a destination that’s convenient for attendees. Consider factors such as weather, security, labor and transportation. 

  • Be aware of hotel occupancy rates, room rates and recent changes in supply or demand that will affect your expenses. 

  • Adhere to your organization’s travel program and preferred hotels and airlines, if applicable.

  • Find the right type of hotel that will best suit your event.

  • Determine the type and number of guest rooms needed, plus the number and size of meeting rooms needed.

  • Choose a hotel with facilities to meet your needs. 

  • Consider hotel services that will enhance the stay of special guests.

  • If possible, visit a site in person and get a sense of their service.

Book Your Next Meeting or Event

Submit a Request for Proposal 

Creating a Request for Proposal (RFP) allows a property to see the information about your group or event. Document all site requirements, including: 

  • Preferred and optional dates

  • Number and type of guest rooms

  • Number, size and usage of meeting rooms

  • Range of acceptable rates

  • Dates and types of meal functions and breaks

  • Exhibits and any other special events or activities

Book a Small Meeting or Event

Book in one click: Plan your next small meeting, event or group and book instantly with our online instant book functionality. Reserve venues for up to 50 attendees and/or book room blocks of 10–25 rooms at participating hotels.

Earn Marriott Bonvoy Points

As a Marriott Bonvoy member, you can earn up to 60,000 points on eligible room, food, beverages and audio/visual charges, as well as earn 1 Elite Night Credit for every 20 room nights you book – up to 20 Elite Night Credits per event. Consult our handy Points Calculator to estimate the amount of points you can earn.