The committee should be of sufficient size to insure that all necessary arrangements and activities before and during the symposium can be conducted in an efficient manner, and that assistance is always available.

The Accommodations Committee must arrange for a suitable site, meeting rooms, catering and meals, hotel/motel, transportation, registration facilities, communications, audio-visual requirements, as well as budget and economic controls. The control, operation, and economics of the symposium requires detail planning and attention to at least the items outlined in this section of the manual. In this regard, this Committee must work in concert at times with the Registration Committee, particularly in the days prior to and during the symposium.

2. Site Selection
Site selection is done in concert with the desires of the Symposium Chairperson and the Steering Committee. Many factors are involved in the site selection and there must be a careful methodical collection of key information, such an the anticipated number of registrants, available catering facilities, affordable hotel/motel housing, proper size of meeting - rooms, costs, transportation, and the general atmosphere of the site. In the selection of the location, consideration should be given to both commercial and non-commercial self-contained locations where there is little competition for people's time and the site will have availability to airports and/or train stations. Commercial establishments, such as hotels, generally have good meeting facilities and staffs to assist in the planning of the meeting; however, they are generally more expensive due to labor costs and profit requirements. The Accommodations Chairperson and any members of the Committee should explore several locations and report back to the Steering Committee with their recommendations.

Non-commercial sites, such as schools, associations, government facilities, and private clubs vary in the amount of assistance and space. Some facilities, such as schools and private clubs, are often better choices because they are more suited for the type of meeting that SNAME holds and can charge lower fees.

3. Hotel Negotiations
The Accommodation Committee has to become very familiar with the rack rates of the hotels under consideration and must make some projections about the kind of group rate that it hopes to negotiate. Rack rates are hotel’s official, posted rates; group rates, also known as net rates, are discounted prices given to organizations for bringing large pieces of business to the facility. The Committee may wish to negotiate for a single group rate, called a flat rate, for all its business or it may chose a sliding scale of group rates, based on the number of quest rooms (single, double, twin, etc.) that will be used by the Symposium. There are other plans such an the Full American Plan in which three full meals are included in the room charge; the Modified American Plan that Includes breakfast and dinner; and the European Plan in which no meals are included in the room rate.

When negotiating with the Hotels make a checklist of questions including the original rates quoted and the price flexibility at each property. Keep in mind, however, that hotel executives look at each piece of business individually, and there are many significant variables influencing the prices they quota.

Much has been written about the art of negotiation, but the Accommodation Chairperson must have this intimidating mystique. He must do painstaking research and time-consuming research so that he can bargain from a position of knowledge about the Hotel is price structure, its group rates, its marketplace, and most importantly the dollar value of the business he would like to receive. These negotiations should be viewed as a collaborative process among professionals.

The Accommodation Chairperson should dicker first for the best possible group rate and then ask the hotel representative about its complimentary room policy. Securing complimentary accommodations for a Symposium is an important factor in maintaining budgeted costs. There are various methods used by hotels in their offers of complimentary space. Hotels may offer one complimentary room per block of room night. For example, 50 rooms occupied for three nights would be fifteen room nights. They also may be based on the highest number of rooms occupied on any specific night of the Symposium. Thus, it is important to under-stand how a facility figures its complimentary room policy.

After room rates are settled, try to obtain reasonable price quotations for the luncheons, banquets, cocktail parties, and other functions to be hold in this hotel. It may take the Accommodation Chairperson and members of his committee several sessions to make a decision on a facility and its offer.

It may be possible to bargain extra service on the hotels part as well as extra meeting or exhibition space that will compensate for the price offered.

The details agreed upon during the bargaining sessions with the hotel should be put into a contract. During the final site inspection, anything agreed upon with the hotel should be made part of the contract. The Accommodation Chairperson should not accept anything that he is not comfortable with because it may be impossible to renegotiate an amendment to the contract.

4. Contractual Arrangements:
The Accommodations committee must negotiate any necessary contractual agreements regarding the facilities and catering arrangements subject to the approvals of the Symposium Steering Committee and the National Executive Committee.

The Symposium should make tentative bookings an soon as it can. The facility at which the Symposium will be held should send a proposal that outlines the understanding that have been reached during the preliminary negotiation process. If the Symposium Steering Committee is in favor of the agreement, the facility should be sent a letter of acceptance under the signature of the Section Chairman and/or the Symposium Chairperson(s). This letter should include an option date that this tentative agreement as a definite commitment. The Accommodations Committee Chairperson should be the Symposium's coordinator with the contract facility. If this Chairperson should know before the option date that any rooms will not be used, then the tentative bookings should be released.

This Chairman is also responsible for obtaining all bills and invoices for services performed, and to solve any questions, before approving and forwarding the Secretary/Treasurer for payment. Any unusual problems should be taken up with the Symposium Chairperson(s) or the Steering Committee.

5. Catering and Meal Service:
Provision for some of the following catering and meal services must be considered and made by the committee:
(a) Luncheons
(b) Dinners
(c) Receptions and Cocktail Hour
(d) Coffee and Soft Drink Service
(e) Authors' Breakfasts
(f) Special Events

Luncheons and Dinners. Consideration for lunch or dinner should be given to either a sit-down or a buffet-type meal. The decision will depend on the time available, number of people costs, service available, and the size of the dining area. In either case a, selection of a suitable menu and a guarantee for the number to dine must be developed. It should be noted that a Friday dinner for a Thursday-Friday Symposium will be a poorly attended affair and should be avoided.

Reception and Cocktail Hours. A proper reception can work to introduce people and make a symposium more interesting with better communication between the participants. Reception and cocktail hours can be arranged for a cash-bar basis. Open-bar receptions are discouraged due to legal constraints unless the Steering Committee is willing to obtain insurance coverage that will cover any contingency. Symposia should avoid any involvement with the dispensing of alcoholic beverages. That function should be the responsibility of the facility where the meeting in being held. Even this step, however, may not afford complete protection from liability, particularly where it is obvious to the Symposia Steering Committee that an individual has become impaired due his/her alcoholic intake during the Symposium.

Physical arrangements and a decision on snacks or other food service during the cocktail hour must be reviewed. The time allocated for such activity and means of control should be decided in advance. Such an event could be held the night before the Symposium is commenced to start or on the first day instead of or prior to the dinner.

Coffee and Soft Drink Service. Consideration of coffee, danish, donuts, cookies, and soft-drink service at the opening morning session and at both the morning and afternoon breaks should be made. Arrangements for the time and place of each service must be decided upon consultation with the Symposium Steering Committee, as it will affect registration costs.

Authors’ Breakfast. A meeting place with continental style breakfast for the authors, speakers, and moderators should be held each day of the Symposium. The papers and meetings, Chairperson inform all the participants of any special instructions, make sure all needs of authors have been looked after, have pictures taken and any final instructions have been given both in writing and verbal.

Social Events. Any social events such as banquets, dinner dances, or field trips must be given special attention and shall be handled by the Social Committee. A tour company should be hired to handle tours or trips over viewed by the Social Committee.

6. Guarantees:
All catering facilities generally require a guarantee as to the number of meals that will be served or attendance at any receptions or events so that they can plan for food and service requirements. The time for those guarantees vary with each facility, generally requiring a rough estimate at the first negotiation, a firmer number some weeks before the event, and a guaranteed paid number a few days before the actual event.

Depending upon the facility, it in often wise to underestimate the guarantee to allow for no-shows. Most catering facilities will agree to serve a small percentage above the guarantee (usually about five per cent) and can often spread the food to serve a limited number beyond this figure or provide different meals if space and service is available. A buffet-style affair may be attractive for some occasions.

The action on the guarantee can often assist in the economics of the symposium by not paying for no-shows at some of the catered events even if registration has been made. An important function of the Registration Committee is to provide the Accommodation Chairperson with information on registrants, attendance of luncheons, dinners, etc.

7. Hotel Accommodations:
In using a site that provides hotel accommodations or a facility that requires off-site hotel accommodation, arrangements must be made for a block of rooms to be set aside, the date when these rooms will be released and the rate structure for registrants. Hotels, at times, may supply complimentary rooms prorated on the number of room booked by the symposium registrants. If registrants at the hotel will help the Symposium in terms of rental fees of the public spaces where the sessions will be held, this can be noted and stressed in the symposium registration brochure.

Data on hotel registration procedures and information for inclusion in the symposium announcements should be supplied to the Registration Committee for their action.

There are several types of meeting room’s setups that have been used successfully in various SNAME functions:

• Theater or Auditorium Setup - Features a stage and podium with chair seating. This is used for lecture sessions with limited note taking.
• Schoolroom or Classroom Seating - Features a stage and podium with tables and chairs. It is used for lectures sessions and note taking.
• Hollow Square - This is ideal for an idea-exchange type meeting and will accommodate up to 40 people. Could be used for group workshops.
• Conference Style - This is used for small meetings and idea exchanges.
• “U” or Horseshoe - This is very useful for idea exchange meetings or workshops where audio-visual presentations are used. Excellent for Seminars.

8. Registration Area:
As noted in the section on Registration, arrangements must be made for a suitable location fitted with necessary chairs and tables for the registration purposes. This area should, have telephone service and a message center bulletin board. Arrangement must also be made for receipt and storage of technical papers and registration materials prior to and during the Symposium. Signs, as required, should be provided. Members of the Accommodation committee should work closely with the Registration Committee in making the final arrangements.

9. Meeting Rooms:
The size and number of meeting rooms depends on the number of registrants and technical sessions. The Committee must arrange for the type of seating and room arrangement, and insure it will be adequate to provide for a professional environment. Each room must be arranged for the necessary audio-visual requirements as well as any flags or banners to be displayed. The Accommodations Chairperson should check with the hotel to determine what number of rooms by registrants will reduce the fees of public spaces used.

10. Audio-Visual Requirements
In consideration of the speaker, as well as the audience, careful attention to all required audio-visual requirements should be made. This involves the speaker system, microphones for the speaker and. moderators, and the audience, if required, type of projectors required screens and their locations, blackboards, and easels. The symposium may be required to use the hotels or banquet hall’s equipment or service to meet its audio-visual needs. The contract with the hotel should be carefully examined to understand possibilities and complications. One advantage of holding the symposium at a university or college is that costs for audiovisual may be small.

The Accommodations Committee should determine the type of projector, computer and video equipment compatibility should be determined by the Accommodations Committee.

If any audio or video recording devices are to be used, their location and the size of the screen should be determined beforehand. Particular attention needs to be given to the control of these devices from the podium for activation by the presenter.

Be sure to check with facility to insure they have extra or spare extension cords, adaptors, slide trays, bulbs for all projectors, and pointers.

Controls for lighting and dimmers should be located and made known to the moderators of the session. The Technical or Papers Chairperson should stress to authors that they be prepared with their visual needs in advance of the session where they are presenting their paper and go over these needs with the moderators of the session.

11. Budgets:
The Secretary/Treasurer and the Registration Committee should be provided with estimates of the cost of the facility, catering, audio-visual requirements, taxes, VIP accommodations, and any other costs involved, so they can be covered by the registration fee. Estimates should include necessary contingency requirements to ensure that no surprise costs develop.

12. Seating Arrangements:
Special head table and reserved seating at the luncheon and dinner functions should be considered. If such arrangements are desired, name and reservation cards should be prepared placed on the tables before the event.

A head count control and ticket collection at all paid functions must be performed to insure that every one attending the event has paid the necessary fee, and that the number is in agreement with that given to the caterer. This is a function of the Registration committee who will give the Accommodations Chairperson the information so he can plan on the number of meals the caterer, hotel, or restaurant should prepare.

13. VIP Arrangement:
It VIP treatment is to be provided for any special speaker or author in regard to transportation or hotel accommodations, the Accommodations Committee should arrange for such service and provide a reception committee.

14. Transportation:
Instructions for both public and private transportation to the symposium should be provided for inclusion in the symposium literature. Transportation cannot be provided directly by the Society of Naval Architects and Marine Engineers due to liability problems. If there is a question with this policy, the Symposium Steering Committee should contact Society Headquarters for guidance and a ruling from the Executive Director.

Parking arrangements at the symposium site and any special signs should be arranged with the facility and clearly denoted in the brochure.

If special event transportation or bus service is requires, the Accommodations Committee should arrange for such service under the guidelines discussed above.

15. Check List to Avoid Problems:
The following check-off list is suggested as a means for the Accommodations Committee to provide its functions:

Site Selection

Commercial or Non-commercial Catering Arrangement Guarantees Contracts Hotel Accommodations Number and Size of Meeting Rooms

Registration Area Audio-Visual Arrangements Receipt and Storage Facility Communications Arrangements Parking Facilities Transportation

Catering and Meals

Dining Facilities Costs Tax and Service Charges   (Remember Society Exempt Status) Guarantees Room Size Seating Arrangements

Menus Service Reception Area Liquor Service Coffee Service Control - Ticket Arrangement Head Count

Housing

Hotel Locations Number of Rooms Special Rates

Release Date Reservation Method Complimentary Rooms

Meeting Rooms

Number Size Type Seating Arrangement Audio-Visual Arrangements

Lighting Signs Flags and Banners Speaker and Moderator Locations Podium and Podium Lights

Registration Area

Space Tables and Chairs Communication Connection Bulletin Board Storage

Signs Displays Literature Distribution Coat Racks and Check Room

Audio-Visual

Speaker System Microphones Projector Types Electrical Connections Lighting Controls

Recorders Video Screens Accessories

Signs

Registration Meeting Rooms Bulletin Boards Traffic

Parking Meals and Reception SNAME Directions

Budget

Facility costs Catering costs Audio-Visual Costs Tips Signs

Tax   (should use tax-free number where accepted, some   states will not allow non-payment of sales taxes) Security VIP Accommodations

Transportation

Instructions Local Transportation Airport and Train Station Locations Parking

Special Bus Requirements VIP Transportation Signs