Figure 2 Example Meeting Minutes (Formal)

Supplement 2 Conference Game

PROCEDURE

1. The class is divided into groups of four.

2. Read the situation below.

3. Prepare your role (A, B, C, or D) and then act it out. Use the worksheet provided.

The Situation

Super Sports Inc., a small company which manufactures T-shirts for sports events, is looking for a hotel in which to hold their annual convention. Consider the following:

· Seventy-five people will attend.

· The conference will last three days.

· The president will deliver her speech the first morning. Guest speakers will follow with open questions from the audience.

· Two workshops will be conducted simultaneously every afternoon.

· A panel discussion will take place on the last morning.

· On the last evening there will be a final address followed by cocktails.

Role A

You are in charge of planning an annual conference out of town for your company. In order to guarantee the best facilities at the best price, you have invited representatives from three large hotels to discuss their offers before selecting the hotel to suit your company’s needs. Read their brochures and consider the following information:

· Where is the hotel situated?

· What are the rooms like?

· What facilities are there to arrange a conference?

· What kind of recreational facilities are there?

· When are the check-in and check-out times?

· Are there any special services?

· Are there tours available?

· What is the nightlife like?

· Where can guests park their cars?

· Are there lounges for residents of the hotel?

· Can you reserve a nightclub for private use?

· How much does it cost to rent an auditorium?

· Is conference equipment extra?

· Is there access to a photocopy machine?

· What are the prices for conference rooms?

· Can the hotel arrange Spanish, French, and Japanese interpreters and does it have AV equipment?

Fill in the worksheet. Use it as a guide to help you get the contract.

Worksheet

RATES	rooms	conference	equipment	other
CITY
INN
RESORT

Role B: You work in public relations for City Hotel and would like to get the convention contract of Super Sports Inc. Below is the brochure describing City Hotel. Read the brochure and prepare your sales pitch.

CITY HOTEL
City Hotel is situated in the heart of town. It is busy, with an exciting nightlife. You can enjoy every moment at City Hotel, rain or shine. Transportation, boutiques, restaurants, movie cinemas, health clubs, bistros, and much more are at your fingertips without your even having to step outside the hotel. Guests enjoy luxury suites with taste-mi decor. Our executive suites include large working desks with computer, video recorders, and wet bars. At night, unwind in comfortable chairs in front of large picture windows capturing breathtaking views of the city's nightlife. During the day enjoy, for a minimum fee, a tour of the city in one of the famous limousines provided by the hotel. The in-house discotheque is available for private use. Conference room prices: $450 per day. $250 if at least half the group stays at the hotel.	Fully equipped audiovisual rooms ideal for workshops: $ 150 per day. Free of charge: a conference organizer and secretary on the premises. Photocopy machines available on the premises: 50 cents per copy. Interpreting facilities can be arranged with a language institute. The price is ap­proximately $400 per day. Other conference equipment includes electric typewriters, IBM and Macintosh computers, microphones, and a lectern. Elegant dining room and cozy cafe for business talk. Three bars to choose from, depending on your mood. Room prices: $85 per day, double occupancy.

Role C: You work in public relations for Madison Inn and would like to get the convention contract of Super Sports Inc. Below is the brochure describing City Hotel. Read the brochure and prepare your sales pitch.

MADISON INN
Located close to the airport, our site is ideal for your company convention. We've got everything you need: • Large airy conference rooms which can be easily partitioned off for small workshops. • $200 per day. Members need not be guests at the Inn. • All AV equipment included: flip charts, overhead projectors, slide projectors, tape recorders, microphones, lecterns, and videotape recorders. • For a minimal fee, state-of-the-art computers, secretarial services, and an experienced conference organizer are available. • Courier service for photocopies is just 10 cents a copy for same-day service.	• We offer, for every 20 guests who stay at the Inn, a free tour of the city during the day. • Nightclub tours are available to the heart of the city. Arrangements can be made for large groups. • Other amenities include a large indoor swimming pool, sauna, whirlpool, and exercise rooms in a wonderfully exotic decor designed especially for your relaxation. • Try our gourmet cooking. Visit our dining room or the vegetarian bar in our Oriental Room. • We have discrete lounges in the lobby plus a brand-new nonsmoking lounge. • We have large air-conditioned rooms with color TV. • Rooms: $50 per day.

Role D: You work in public relations for Mountain Air Resort and would like to get the convention contract of Super Sports Inc. Below is the brochure describing City Hotel. Read the brochure and prepare your sales pitch.

MOUNTAIN AIR RESORT
Mountain Air Resort is situated directly on beautiful and peaceful Indian Lake. It has everything you need for a successful conference. • You have a large conference room. The price is $300 per day and includes all services, AV equipment, and use of computer and printer. • A translator is available for your convenience. Fee: $ 150 per day. • Photocopies are available at a charge of 25 cents per copy. • Afternoon boating tours are available upon request at $6 per person. • The small workshop rooms are $95 per day. These are equipped with a lectern, flip chart, and blackboard. All other equipment is extra.	• Panel discussions can easily be set up in the conference room. • There is free parking for guests. • We have a beautiful view of the mountains. • Free coffee is available all day long. • Other amenities include a large terrace with lounge chairs by the lake, tennis courts, rowboats, outdoor swimming pool, and bicycles. • Rooms with modern private baths include color cable TV. Rooms: $95 per day. All rooms include breakfast and dinner. Lunch, gratuities, and alcoholic beverages are extra.

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