Event Setup Standards

• Project a warm and friendly attitude.
• Appearance is clean and crisp throughout your shift.
• Have complete knowledge of the event you are setting.
• On-site contact(s) are recognized as VIPs.
• Take personal responsibility to handle guest requests.
• Minimize noise levels in the back of the house and public areas.
• Event space and public areas are clean and well-maintained.
• Event rooms are set per DDR and Diagram specifications 30 minutes prior to the start of the meeting or event.
• Watch for refresh opportunities outside of scheduled breaks.
• Properly store equipment to increase efficiency.

• All setups begin with a clean event room - an event room is considered clean when all unnecessary equipment has been removed and the room has been properly dusted (including the light fixtures, vents, doors, floors, and credenzas) and vacuumed.
• Windows and coverings are clean and closed to conserve energy.
• Appropriate equipment (risers, tables, chairs, linen, lecterns, dance floor, etc.) are brought to the event room.
• Doors to event room are closed.
• Determine the center of the room – along the back wall and in the middle of the event room floor.
• Set from front of the room to back of the room – beginning with equipment such as risers/staging and audio visual.

DAILY DETAIL REPORT (DDR):

• The information on the DDR is the foundation of each meeting or event. It tells the story – from timing, setup and flow, to the guest experience.
• As you review the DDR, think about your equipment needs, staffing needs and service components.
• Review the DDR carefully as it is received (18-Day, 10-Day, and Daily), along with the diagrams, to ensure accurate execution.
• The DDR supersedes the diagram.

DIAGRAM:

• A diagram is the visual representation for how an event room is set for that specific meeting or event and what type of equipment is required.
• Diagrams are accessible through Collaborative Diagramming and the Daily Detail Report.
• The event manager embeds the diagram(s) into the DDR as a PDF to ensure the customer and Event Services and Setup teams have the same diagram.
• This will be the most up to date version of the diagram.
• Having access and reviewing the diagrams in advance allows you and your team time to consult with the Event Manager on the best way to proceed if there is an opportunity or challenge with the current set.

Considerations:

• How many meetings or events are in session?
• How many different sets are there for each day?
• How many refreshes will need to be completed throughout the day?
• What are the times for those refreshes?
• How much prep is required for the next morning?
• Is there a night check-in with a following morning kick-off meeting or event?
• This normally means that the contact will want to set up the night prior and will need the support of Event Services for any last-minute changes.
• Are there any “tight turns” (the changing of an existing event room set to a different type of room set during a short period of time) that will require additional staff?

MINIMUM STAFFING REQUIREMENTS:

• AM Shift
• 1 Setup Lead.
• 2+ Setup Houseperson(s).
• PM Shift
• 1 Setup Lead.
• 2+ Setup Houseperson(s).
• Overnight
• 1 Setup Lead.
• 1+ Setup Houseperson(s).
• Breakout Room (49 or less seats)
• 1 Houseperson per three rooms.
• Large Room (50 – 99 seats)
• 2+ Housepersons – pending size, complexity, and set layout.
• Ballroom (100+ seats)
• 4+ Housepersons – pending size, complexity, and set layout.

STRUCTURE CONSIDERATIONS:

• AM Shift
• Morning setups.
• Breakfast events.
• Early room turns.
• Equipment organizing and pre-sets.
• Same day refreshes.
• PM Shift
• Mid-day resets.
• Event turnovers.
• Room refreshes.
• Work-ahead room turns.
• Receptions and evening events.
• Overnight Shift
• Room turns.
• Room resets.
• Next-day readiness.
• Water station ice-downs / dispenser fills.
• Foyer cleaning and adjustment of furniture.

EFFICIENCY CONSIDERATIONS:

• Staff according to business demands.
• Number of meetings or events in session.
• Number of different sets per day.
• Number of refreshes throughout the day.
• Tight turns - the changing of an existing event room set to a different type of room set during a short period of time.
• Schedule ahead of peak time(s).
• How much prep time is required for the next morning?
• Use overnight shifts for large room turns.
• Rotate off days.

Event Setup Lead/Manager

• Walk each event room the way a first-time guest will.
• Look at the sightlines.
• Pay attention to what the guest will see, hear, and feel.
• Ensure each room is set to the Daily Detail Report (DDR) and diagram specifications.
• Meet each meeting or event’s on-site contact and inquire about any additional needs.

Pre-Shift
At the beginning of every shift, it is imperative to hold a pre-shift meeting. The below standard topics are the basics, supporting your team to know what's happening, what to expect, and what to prioritize.

• Meetings and Events in-house.
• Hotel tours.
• Set list.
• Break & refresh times.
• Tight turns.
• Registration and Office locations.
• VIPs, Planners, and On-Site Contracts keys to success.
• Think beyond "tables and chairs" - Humans behind the Headcounts.
• Recognitions – Birthday, Anniversary, HySat.
• Setup following shifts for success.
• Ongoing tasks (cleaning, side duties).

Event Room Inspection
Inspecting an event room goes beyond verifying the layout is set for the correct number of people and requires a sharp eye for detail that will become a routine mental checklist.

• Inspect the outside of the Event Room.
• Proper signage and directions in place?
• Electronic reader boards are working properly? (if applicable)
• Doorstoppers in place?
• Foyer area clean and clear of empty sets?
• Walk into the event room.
• How is the condition of the carpet? Look for issues such as stains, discoloration, tears, scuffs, paint, stickers, tape, left behind residue, etc.
• How is the temperature?
• How is the lighting? Look for issues such as burnt-out bulbs, flickering lights, broken bulbs, dust, smudges, etc.
• Are the levels conducive to the atmosphere being portrayed?
• How are the conditions of the air vents?
• How is the condition of the ceiling? Look for issues such as cobwebs, stains, discoloration, scuffs, dents, dust, tape, left behind residue, etc.
• How does this look and feel for a first time guest?
• Review the layout and equipment.
• Event room set to DDR and diagram.
• Tables and chairs are set consistently – uniform alignment (spaced, straight rows), same orientation.
• Linenless tables are clean, sanitized, and in good working order.
• Linen placed on tables hem down with the four corners of the cloth positioned over the legs of the table. Seam lines are consistent and parallel to the main entrance.
• Free of rips, tears, holes, stains, or wrinkles.
• Is the room designed to feel as good as it functions?
• When you experience the room from multiple perspectives, with the eyes of a first-time guest, you gain the insight needed to identify issues early and make meaningful recommendations.
• Does each guest have the best seat in the house?
• Consider the sightlines.
• Is there enough space between tables and chairs to sit and move around comfortably?

• Confirm the event has concluded before beginning teardown.
• Doors to remain closed during teardown to maintain a professional appearance and minimize noise for nearby events.
• Close window shades and coverings to conserve energy.
• You must have an SOP in place for materials that are left behind and what your team does with them.
• Example: Brought to event manager's office for follow up with the customer.
• Used linen placed in designated receptacles immediately to ensure that it is not lost or thrown away.
• Do not pile or leave on the floor.
• Reuse clean linen from unoccupied tables.
• Tables should never be left bare in an event room (if not purposefully linenless tables).
• Ensure lights are turned on in event space only when needed and that lights are not turned on too early or left on too long after conclusion of event.
• Event room completely broken down once the event concludes — no partial sets or leftover items.

• Set to  DDR/Diagram.
• Table(s) arranged for flow; commonly in straight, L-shaped, or U-shape formations.
• 6' x 30" Table – comfort seating: (2) guests per table.
• 8' x 30" Table – comfort seating: (3) guests per table.
• 18" table(s) set behind registration table(s) for additional materials. One (1) 18" table per one (1) registration table.
• Conference cloths - fitted linen for the registration and material tables that hang just short of the floor. One (1) cloth per table.
• Skirting should only be used as a last resort and when in use, only fastened with the use of T-pins (a form of stick pin to attach skirting to the linen that is placed on the table) and never with the use of plastic Velcro clips.
• One (1) Highboy table set next to registration table(s) to encourage movement for the registration staff.
• Ergonomic chairs, when available.
• One (1) trash receptacle and one (1) recycling receptacle per table, and ensure matching, if multiples are being used.
• Box cutter.
• Power - wall or tabletop.
• Highboys placed throughout foyer and/or corridor area to encourage networking and a warm, welcoming environment.
• Water station for registration staff.

ENHANCEMENTS:

• Ergonomic chairs.
• Floor or table lamp if area is poorly lit.
• Tabletop Care Station.
• House music playing in area to promote engagement and networking.
• Music type based on time of day and group profile.
• Contact numbers or Event Concierge App information.
• Restaurant menus and hours.

• Event room set to DDR and diagram.
• Table(s) - arranged double width or a permanent table.
• 6' x 30" Table – comfort seating: 2 guests per table.
• 8' x 30" Table – comfort seating: 3 guests per table.
• Permanent boardroom table – comfort seating: allocate 30" per guest.
• 8' x 30" Table: Three (3) guests per table, max seating: four (4) guests per table.
• Table end(s) - Maximum of two (2) chairs may be placed at each end of the conference table.
• If there is a presentation or audio visual on one end of the table, no seating on that end of the table - No guest is positioned with their back to the visuals.
• Linenless tables - tables are clean, sanitized, and in good working order.
• Modesty panels in place on all tables.
• Linen on tables dropped (when applicable) and boxed.
• Boardroom chairs (if applicable) to be cleaned and inspected.
• Chairs are not to be placed in front of table legs.
• Water and glassware set on table(s), water served in carafes or pitchers unless otherwise noted on the DDR.
• Care Station - standard inclusions.

Royal Conference
Seating follows a traditional conference setup enhanced with a 60" half round table at each end, seating two guests per half round.    

ENHANCEMENTS:

• Threshold of (20) guests max, (12-16) guests is ideal.

• Ergonomic chairs.

• VIP set additions (blotters, upgraded pens/pads, sustainable bottled water, table snacks, centerpieces).

• Accessible table power.

• Enhanced Care Station.

• Event room set to DDR and diagram.
• Table(s)
• 6' x 30" Table – comfort seating: (2) guests per table.
• 8' x 30" Table – comfort seating: (3) guests per table.
• Linenless tables - tables are clean, sanitized, and in good working order.
• Modesty panels in place on all tables.
• Linen on tables dropped (when applicable) and boxed.
• Linen is clean and free of rips, tears, holes, stains, or wrinkles.
• Fabric should not look worn or faded.
• Conference cloths – placed so draped edges are even around the table and linen hangs above the seat of the chair.
• Chairs are not to be placed in front of table legs. No seating at corners of Hollow Square.
• Water and glassware set on table(s), water served in carafes or pitchers unless otherwise noted on the DDR.
• Care Station - standard inclusions.

ENHANCEMENTS:

• Threshold of (30) guests max, (24) guests is ideal.
• Round corners with serpentine tables vs. hard corners.
• Ergonomic chairs.
• VIP set additions (blotters, upgraded pens/pads, sustainable bottled water, table snacks, centerpieces).
• Accessible table power.
• Av or presenter is set “in the round” with a screen, monitor, or facilitator positioned in the center of the square—ensuring that every participant maintains clear visibility and connection.
• Enhanced Care Station.

• Event room set to DDR and diagram.
• Table(s)
• 6' x 30" Table – comfort seating: (2) guests per table.
• 8' x 30" Table – comfort seating: (3) guests per table.
• Place staging, head table, or podium at front of room prior to setting.
• The open end of a “U” shape faces the front of the room.
• Linenless tables - tables are clean, sanitized, and in good working order.
• Modesty panels in place on all tables.
• Linen on tables dropped (when applicable) and boxed.
• Linen is clean and free of rips, tears, holes, stains, or wrinkles.
• Fabric should not look worn or faded.
• Conference cloths – placed so draped edges are even around the table and linen hangs above the seat of the chair.
• Chairs are not to be placed in front of table legs. No seating at corners of U-shape.
• Water and glassware set on table(s), water served in carafes or pitchers unless otherwise noted on the DDR.
• Care Station – standard inclusions.

ENHANCEMENTS:

• Threshold of (20) guests max, (12-16) guests is ideal.
• Round corners with serpentine tables vs. hard corners.
• Ergonomic chairs.
• VIP set additions (blotters, upgraded pens/pads, sustainable bottled water, table snacks, centerpieces).
• Accessible table power.
• Av is shown on both sides of the room vs. only at one end.
• Enhanced Care Station.

These items are the most common enhancements:

• Ergonomic Chairs.
• Blotters.
• Upgraded Pens.
• Legal Pads.
• Sustainable bottled water.
• Table Snacks or Candy.
• "Nespresso" Coffee Station.
• Name Plates / Tents.
• Centerpieces.
• Accessible Power.
• Enhanced Care Station.

• Event room set to DDR and diagram.
• Find the center point of the event room and build your set around this point.
• Place staging, head table, or podium at front of room prior to setting.
• The first row needs to be a consideration. Prevent crowding and maintain visual balance. In a larger room, you have may have the option to consider 4-6’ for placement of the first row from the stage or presentation.
• Guest seating
• Chairs to be centered from the front of the room, avoiding center aisles. Center seats are the best seats in the house and align the speaker/presentation with the audience.
• Chairs are aligned in clean, consistent rows, with at least 2’ between each row.
• Seat spacing is minimum of 2” between each seat creating space and comfort (adhere to local fire code).
• (15) chairs max per row (adhere to local fire code).
• Each side of event room rows to be chevron for clear sightlines.
• Aisles
• No ‘center of the room’ aisle.
• All aisles must be at least 5’ wide for accessibility.
• Multiple aisles are available including each side of event room, front and rear.
• Cross aisle set after every 10th row of chairs.
• Centralized water station(s) with glassware and pads/pens (see common elements for standard per guest).
• Care Station – standard inclusions.

Theater Set Variations:

• Herringbone seating features a center row facing the presentation area, with rows on either side angled inward at approximately (30) degrees to enhance visibility.
• Chevron seating arranges chairs in rows angled toward the presentation area at approximately (30) degrees, improving sightlines and audience focus.
• Amphitheater seating features rows of chairs arranged in a semi circular formation facing the presentation area, improving sightlines and audience focus.

ENHANCEMENTS:

• Two (2+) AV screens set.
• Enhanced Care Station.

• Event room set to DDR and diagram.
• Table(s)
• 6' x 18" Table – comfort seating: (2) guests per table.
• 8' x 18" Table – comfort seating: (3) guests per table.
• Find the center point of the event room and build your set around this point.
• Place staging, head table, or podium at front of room prior to setting.
• The first row needs to be a consideration. Prevent crowding and maintain visual balance. In a larger room, you have may have the option to consider 4-6’ for placement of the first row from the stage or presentation.
• Guest seating
• Tables and chairs to be centered from the front of the room, avoiding center aisles. Center seats are the best seats in the house and align the speaker/presentation with the audience.
• Chairs are aligned in clean, consistent rows, with at least 4’ between each row.
• (5) tables max per row (adhere to local fire code).
• Each side of event room rows to be chevron for clear sightlines.
• Aisles
• No ‘center of the room’ aisle.
• All aisles must be at least 5’ wide for accessibility.
• Multiple aisles are available including each side of event room, front and rear.
• Cross aisle set after every 10th row of tables and chairs.
• Linenless tables - tables are clean, sanitized, and in good working order.
• Modesty panels in place on all first row tables.
• This includes first rows after a cross-aisle.
• Linen on tables dropped (when applicable) and boxed.
• Linen is clean and free of rips, tears, holes, stains, or wrinkles.
• Conference cloths – placed so draped edges are even around the table and linen hangs above the seat of the chair.
• Centralized water station(s) with glassware and pads/pens (see common elements for standard per guest).
• Set one water station per (100) guests, with glassware (see service standards for details).
• Care Station – standard inclusions.

Classroom Set Variations:

• Herringbone seating features a center row facing the presentation area, with rows on either side angled inward at approximately (30) degrees to enhance visibility.
• Chevron seating arranges tables and chairs in rows angled toward the presentation area at approximately (30) degrees, improving sightlines and audience focus.

ENHANCEMENTS:

• 30” width tables.
• Ergonomic chairs.
• VIP set additions (sustainable bottled water, table snacks).
• Accessible table power.
• Two (2+) AV screens set.
• Enhanced Care Station.

• Set based on the DDR/Diagram.
• 60" (5') round: Seats (4-6) guests comfortably.
• 72" (6') round: Seats (6-8) guests comfortably.
• Tables to be centered from the head table or the center of the event room.
• Aisles
• No ‘center of the room’ aisle.
• All aisles must be at least 5’ wide for accessibility.
• Multiple aisles are available including each side of event room, front and rear.
• Cross aisle set after every 5th row of tables and chairs.
• Table legs are squared to main entrance with the smallest distance between the folding legs facing the main entrance.
• Spacing is 6’ between each table and adhering to local fire codes.
• As space allows, setups should have a front, rear, and side aisles.
• Linenless tables - tables are clean, sanitized, and in good working order.
• Linen on tables dropped
• Place the linen on table with hem facing down, the four corners of the cloth positioned over the legs of the table.
• Seam lines are consistent and parallel to the main entrance.
• Linen is clean and free of rips, tears, holes, stains, or wrinkles.
• Fabric should not look worn or faded.
• Meal events include padded tables.
• Chairs should not touch the linen when room set allows.
• Guest seating
• Chairs are placed in semicircle around the table, positioned so each chair faces the front of the room (some chairs may have a slight angle inward).
• Space with no chairs being the closest to the front of the room.
• Chairs do not touch the linen when room set allows.
• Centralized water station(s) with glassware and pads/pens (see common elements for standard per guest).
• Care Station – standard inclusions.

ENHANCEMENTS:

• Upgraded linen or linen if linenless tables.
• Ergonomic chairs.
• Water and glassware set on table(s), water served in carafes or pitchers.
• Centerpieces.
• Accessible table power.
• Two (2+) AV screens set.
• Enhanced Care Station.

• Event room set to DDR and diagram.
• Table(s)
• 60” (5’) – comfort seating: (8) guests per table.
• 72” (6’) – comfort seating: (10) guests per table.
• Set consistently and legs are squared to main entrance with the smallest distance between the folding legs facing the main entrance.
• Set 6’ between each table, measuring from the center of one table to the center of the next (adhering to local fire code).
• Find the center point of the event room and build your set around this point.
• Place staging, head table, or podium at front of room prior to setting.
• The first row needs to be a consideration. Prevent crowding and maintain visual balance. In a larger room, you have may have the option to consider 4’ for placement of the first row from the stage or presentation area.
• Banquet seating is social and conversational, focus is distributed around the table so not as much distance is needed to view the stage or presentation area.
• Exceptions may be made based on necessity, but visibility of the screens is important for guest experience.
• Tables are set consistently – aligned and in even rows.
• Aisles
• No ‘center of the room’ aisle.
• All aisles must be at least 5’ wide for accessibility.
• Multiple aisles are available including each side of event room, front and rear.
• Cross aisle set after every 5th row of tables and chairs.
• Linenless tables - tables are clean, sanitized, and in good working order.
• Linen on tables dropped
• Place the linen on table with hem facing down, the four corners of the cloth positioned over the legs of the table.
• Seam lines are consistent and parallel to the main entrance.
• Linen is clean and free of rips, tears, holes, stains, or wrinkles.
• Fabric should not look worn or faded.
• Meal events include padded tables.
• Guest seating
• Chairs are placed evenly spaced around the table, lined up directly across from each other.
• Set one chair each at 12 o'clock and 6' o'clock positions and fill in the remainder of the chairs.
• Chairs should not touch the linen when the room set allows.
• Water
• Centralized water station(s) with glassware and pads/pens (see common elements for standard per guest).
• Meal event- served tableside.
• Care Station- standard inclusions.

ENHANCEMENTS:

• Upgraded linen or linen if linenless tables.
• Upgraded or ergonomic chairs.
• Water and glassware set on table(s), water served in carafes or pitchers.
• Centerpieces.
• Accessible table power.
• (2+) AV screens set.
• Enhanced Care Station.

• Event room set to DDR and diagram.
• Consider accessibility and inclusivity when selecting and placing seating options.
• Ensure each seating type follows its respective set standards for layout, spacing, and execution.

• Event room set to DDR and diagram.
• Allow (9-10) square feet per person when available, to account for seating, standing, and service items (buffets, bars, etc.).
• Linenless tables - tables are clean, sanitized, and in good working order.
• Linen on tables dropped
• Place the linen on table with hem facing down, the four corners of the cloth positioned over the legs of the table.
• Seam lines are consistent and parallel to the main entrance.
• Linen is clean and free of rips, tears, holes, stains, or wrinkles.
• Fabric should not look worn or faded.
• Chairs should not touch the linen when the room set allows.
• Care Station - standard inclusions.

General Guidelines:

• Event Setup and Services is responsible for completing a walkthrough with the on-site contact and/or drayage company before and after the event to ensure there is no property damage, lost and found issues, or trash concerns.
• Ensure clear access is maintained to all exhibit facilities/ballrooms, foyers, and outside fire lanes at all times.
• Require a scaled floor plan for exhibits, registration, and any special exhibits prior to the meeting or event.
• Fire codes and capacities adhered to at all times.
• Ensure all exhibits, equipment, displays, etc., observe the floor load capacities of the building.
• All materials used by vendors in the exhibit hall must be non-flammable.
• Floors to be protected for both the move-in and move-out of exhibits and vendors.
• Exterior and loading dock doors never to be propped open.
• Electrical needs to be communicated to the appropriate hotel department (in most cases, Engineering).
• Hotel approval is required for vendors/exhibitors hanging signs or banners.
• All equipment, decorations, freight, etc. must be removed from the premises at the conclusion of the meeting or event.
• Exhibitors are responsible for the removal of all tape and residue marks.

Variations:

• Tabletop Exhibits: 6' x 30" tables are arranged around perimeter of and inside exhibit or event room.
• Exhibit Booths: most commonly 8' x 10' or 10' x 10' spaces, delineated with pipe and drape to form individual exhibit stations.

DELIVERING PACKAGES
Most meetings and events ship materials to the hotel for convenience and security. Clear guidelines for receiving, storing, and delivering items are essential, including the use of a designated storage area and a tracking log. Follow the DDR for delivery procedures and applicable handling fees.

• Event room set to DDR and diagram.
• Ensure all public areas remain clean, organized, and visually aligned with the event and overall hotel standards at all times.
• Coordinate setup and breakdown timing to avoid overlap with peak guest traffic whenever possible.
• Do not transport or stage equipment through public areas while guests are present.
• Break down events in public areas promptly and restore the original floor plan immediately following use.

Essential Tools:

• Water refresh supplies.
• Glassware.
• Pads/Pens.
• Sanitizer/Wipes.
• Trays.
• Garbage bags.
• Vacuum.

DAY-OF REFRESHES:

• Approach guests with empathy — never rush or interrupt conversations.
• Make eye contact and smile when working near guests.
• Move calmly - no rushing energy, and breakdown respectfully (with discretion, cleanliness, and professionalism).
• Consider noise levels- clearing dishes, throwing items in trash receptacles, trash bag changes, stacking glassware, audible conversations between team members (yelling across the event room).
• Ask before clearing a partially finished beverage or food item.
• Consider guest comfort when resetting.
• Was the chair or table moved due to a sightline issue?
• Is the guest too close to their neighbor?
• Offer directional assistance – restrooms, meal function, next event room.
• Have a conversation with the onsite contact.
• Is there anything we can do for you or your guests?
• How is the temperature?

Quick Refresh - 10 minutes or less:

• Collect table trash and dirty dishes.
• Water top-off and glass par up.
• Replenish trays.
• Empty trash receptacles.
• Straighten chairs.

Regular Refresh - 15 minutes+:

• Dirty glassware replaced with clean glassware.
• Ice water carafes and/or water stations refilled.
• Soiled linen is replaced or if linenless tables, they are cleaned and sanitized.
• Chairs are realigned to original setup positions.
• Trash and recycle receptacles are emptied and reset.
• Serving trays replaced with clean and ample trays on tray stands.
• Amenities replenished (pads, pens, and Care Station items).
• Visible trash removed from tables, chairs, and floor without disturbing guest belongings.

END OF DAY REFRESH:

Builds on day-of event room upkeep and ongoing refresh standards, with additional attention to fully resetting the event room for the next day.

• Event room set back to original condition, as appropriate.
• Stage and event room floor are vacuumed.
• Tables and chairs are inspected for cleanliness and cleaned immediately or replaced.
• Dirty glassware replaced with clean glassware.
• Ice water carafes and/or water stations prepped for next day.
• Soiled linen is replaced or if linenless tables, they are cleaned and sanitized.
• Trash and recycle receptacles are emptied and reset.
• Serving trays replaced with clean and ample trays on tray stands.
• Amenities replenished (pads, pens, and Care Station items).
• Visible trash removed from tables, chairs, and floor without disturbing guest belongings.

You should have an SOP in place regarding placement, décor, and standard inclusions. Work with your events team to collaborate on the SOP.

Standard inclusions:

• Facial Tissues.
• Hand Sanitizer.
• Hand Lotion.
• Mints or Candies.
• Pads & Pens.
• Together by Hyatt signage - examples on Brand Experience Guide.
• Trash Receptacle.

ENHANCEMENTS:

• Fidget toys - are not required but we strongly recommend them. They are a small but powerful inclusion that support our neurodiverse attendees and demonstrate our commitment to inclusive design and wellbeing.
• Pashminas - are not required however they demonstrate our commitment to CARE and comfort. If adding pashminas, ensure you have a "used pashmina" basket available for pashmina returns.

KEY SETUP CONSIDERATIONS:

• Confirm whether the setup requires front or rear screen projection, as rear projection requires additional space and may impact stage and room layout.
• Ensure adequate space for the projection table and proper distance between the screen and front row to maintain image quality.
• Verify sufficient backstage space for pipe and drape, equipment, and technician access.
• Account for room obstructions such as pillars and adjust the setup to maintain clear sightlines for all guests.
• Ensure tech tables are included in the layout and determine if risers are needed for optimal visibility.
• Confirm power accessibility after all tables and seating are placed.

TRASH AND RECYCLE RECEPTACLES:

• Each active event room must include at a minimum one (1) trash and one (1) recycle receptacle to support sustainability and cleanliness.

WATER:

• Water is set no sooner than (30) minutes prior to scheduled start time.
• One (1) centralized water station for every (100) guests. These can be placed inside or outside the room, based on the overall needs of the meeting or event.
• Water is served in dispensers, carafes, or pitchers and glassware is glass (not plastic) unless otherwise noted on the DDR.

AMENITIES:

• Pens and pads displayed neatly on a centralized area (water station or care station).
• Care Station present and stocked.

• Set based on the DDR/Diagram.
• Two (2) associates are required to handle each riser safely.
• Risers are carpet finished.
• Guest-facing sides of the risers are finished with matching adjustable height drapery falling just short of the floor.
• When two or more (2+) risers are used, one (1) set of steps is required per each side of stage entry.
• Stairs have hand-rails if they are more than two (2) steps high.
• Check your local regulations for requirements of hand and side rails.
• Wheelchair ramps, by federal law, have one foot of run for every inch of rise. Check your local regulations to ensure they don’t have a different standard.

• Set based on the DDR/Diagram.
• Table(s)
• 6' x 30" Table – comfort seating: (2) guests per table.
• 8' x 30" Table – comfort seating: (3) guests per table.
• Conference cloths – placed so draped edges are even around the table and linen hangs above the seat of the chair.
• Water and glassware set on table(s), water served in carafes or pitchers unless otherwise noted on the DDR.
• Pads and Pens set on table(s), unless otherwise noted on the DDR.

• Lecterns come in two different styles. A lectern that is placed on top of a head table is described as an “executive lectern” or “tabletop podium”. The other style of lectern has wheels and sits directly on the floor or on a stage/riser.
• Ensure lectern is clean, in good condition, and in proper working order.
• Inspect for visible wear such as discoloration, scuffs, nicks, tape, or residue, and address prior to event use.
• Confirm lectern lights are functional when applicable.
• Glassware and two (2) sustainable bottled waters placed inside the lectern.
• Secure all cords and cables to the floor to maintain safety and a clean presentation.

PLACEMENT:

• The United States flag should always be placed in a position of prominence.
• When displayed with other flags, the U.S. flag is positioned:
• To the speaker’s right (audience’s left), or centered and elevated above other flags.
• Flags of other nations are flown at same height.
• Additional flags (state, company, international) should be placed to the left of the U.S. flag (from the speaker’s perspective).

ORDER OF IMPORTANCE:

1. United States flag
2. State flag
3. Organizational or company flags
4. International flags (if applicable, typically in alphabetical order)

ETIQUETTE:

• Flags must be clean, pressed, and in good condition.
• Ensure flags are properly secured and upright at all times.
• The flag should never touch the floor or surrounding objects.

• Set based on the DDR/Diagram.
• Dance floor pieces are transported by cart.
• Two (2) associates or more are required to set the dance floor safely.
• Dance floor is in good condition.
• Free of marks and stains.
• Pieces fit together properly with no gaps.
• All ends of the dance floor have edging attached.
• Pieces in disrepair or broken removed from circulation.
• Dance floor sections and perimeter edges are secured together and locked.
• If tape is required, it must match the dance floor perimeter or the carpet color for a seamless appearance.
• Two (2) square feet per person, if available, to determine total dance floor size.
• Modifications will be based on available event room size, demographics, and purpose of visit.
• Adequate space provided around the dance floor for guest access and comfort.
• Dance floor equipment is inventoried quarterly.

INVENTORY:

• Knowing your equipment inventory is essential- how many tables, chairs, risers, and other items are available.
• This helps you plan upcoming meetings or events, ensuring you have enough equipment, and supporting other departments with accurate information.
• A quarterly inventory is done to keep counts up to date and ensure readiness for all events.

PARS:

• There are other equipment components in addition to large equipment- amenities that we provide to our guests such as pads, pens, candies, VIP bottled water, and Care Station items.
• Establishing and maintaining pars for these items will allow you to always have the supplies on hand and ensure your team is setting up the event rooms efficiently.
• A quarterly inventory is done to keep counts up to date and ensure readiness for all events.

STORAGE:

• Ideally, you have a main storeroom and smaller satellite storage areas nearby.
• All storage should be clearly labeled, adhering to local fire codes, and designed with safety in mind.
• Chairs - stacked no more than 10 high and stored in neat rows.
• Tables - grouped by size, stored securely, and not blocking walkways.
• Conference cloths - pressed and hung neatly.
• Linen - sorted by size, color, and hung (if applicable).
• Amenities (pads, pens, coasters, drip plates, candy dishes, etc.) - kept in designated areas.
• Carts – consistently stock with pens, pads, candies, tissues, water refill containers, trash bags, linen (or wipes), glass cleaner, and a vacuum.
• Clear ownership to be assigned within your team for maintaining storage standards.

• Treat every piece of equipment as an asset that supports the guest experience.
• Inspect equipment before and after use and to report any damage or needed repairs right away — such as missing caps, loose wheels, unstable legs, or worn finishes.
• If an item is soiled or damaged, it should be cleaned immediately or removed for extraction cleaning.
• Clear ownership to be assigned within your team for maintaining equipment standards.

QUARTERLY CHECKS ENFORCED:

• Equipment.
• Satellite storage rooms.
• Event rooms.