IH&RA MEETING ORGANISATION 

Draft Specifications for IH&RA Board Meeting

 

Arrangements - General

The inviting National Association is the official “host” and sponsor of the meeting and is recognised at such on every opportunity. IH&RA HQ acts as the meeting organiser,

Responsible for coordinating logistics and interfacing directly with the venue hotel, which may also be a co-sponsor of the event.

 

Requirements for Board meetings

Destination		- Within international airport.
Hotel		- Of high standard, 4 or 5 star. - An IH&RA Chain member or a member of an IH&RA national association or Independent Hotel member. - Rooms with high-speed internet connection free of charge.
Accommodation		- Preferential rates for accommodation of 12 to 20 people (participants should book and pay directly to the hotel and be responsible for any cancellation fees)  - 2 complimentary rooms for IH&RA staff   - Check-in before noon or late check-out if possible.   - Breakfast should be included
Meeting rooms		- Spacious meeting room for 12 to 20 people on complimentary basis. - Room set-up, Board or U-shape, depending on number of participants, with screen for LCD- and Video projector. - Sound system and microphones if requested. - Coffee break area in or just outside meeting room. - Papers, pens and complimentary water on the tables
F&B		- Coffee breaks, 1 in the morning and 1 in the afternoon depending on the length of the meeting. - Possibility to organise lunch and/or dinner, which should be on  the budget of the hosting national association/chain or sponsored. (If sponsored, the national association / chain should be in charge of finding these sponsors).
Other services		- Preferential rates for photocopies, fax, and any other services in the hotel’s business centre. - Transportation: If any meals are being held outside the meeting venue the national association should ensure transportation.