Meetings and Event Planning | DoubleTree by Hilton Evansville

Meeting Planner Resources

    Business Meetings and Events at DoubleTree by Hilton Evansville

    At DoubleTree by Hilton, we understand how critical meetings and events are to the success of your organization.

    When you plan your event at Evansville DoubleTree, you can be sure of one thing: You are not alone. Every tool you'll need - including conference & event planning guides and meeting planning services - is at your disposal.

    Our goal is to provide you with both the most professional and engaging teams as well as convenient planning resources to make your next meeting in Evansville a success. Whether reserving a boardroom or the grand ballroom, you're sure to find the perfect meeting space at the DoubleTree by Hilton Evansville.

    Connected to the DoubleTree Evansville Hotel via Sky Bridge, the Old National Events Plaza is a first class, full-service facility featuring state-of-the-art amenities.

    AT A GLANCE
    • Total Guest Rooms: 241
    • Kings: 139 | Two Queens: 91 | Suites: 11
    • Total Meeting Space: 12,000 Sq. Ft.
    • Largest Meeting Room: 6,400 Sq. Ft. | Capacity 650
    • On-site Parking Garage - 565 spaces
    • GROUP & CONFERENCE AMENITIES
    • On-site Dining at Stone City Grill
    • On-site Lounge - Quarry Bar
    • Concierge
    • Business Center
    • In-room and Lobby WiFi
    • AV & Technology Support
    • Meeting Planning Services
    • Sky Bridge
    Networking at the convention center hotel - Doubletree by Hilton Evansville


    meeting space diagram - DoubleTree by Hilton Evansville
    MEETING ROOM SPECIFICATIONS
     BanquetTheatreClassroomReceptionExhibitsSq. Ft.
      Grand Ballroom36465040060032 (10' x 10')6,480
      Salon A128208150200n/a2,112
      Salon A/B256424275400n/a4,224
      Salon B128216150200n/a2,112
      Salon B/C/D256370150200n/a4,224
      Salon C647775100n/a1,152
      Salon C/D128154150200n/a2,112
      Salon D647775100n/a1,152
      Pre-Functionn/an/an/a350n/a4,176
      Cresent486440n/an/a651
      Valley486440n/an/a588
    Download complete meeting space capacity and layouts.

    EVANSVILLE MEETING PLANNER GUIDE

    • Determine the meeting or event purpose (board meeting, wedding, etc.).
    • Consider the size of the group, gender mix, ages of attendees, and any special needs.
    • Determine meeting dates. Avoid dates that coincide with other company or industry events or holidays.
    • Are the dates and/or days of the week firm or flexible?
    • Plan the meeting or event in advance to secure the most desirable space.
    • Create an outline for each session or activity, including expected attendance, seating arrangements, required setup times, starting and ending times, and audiovisual and production needs.
    • List food and beverage requirements for each occasion, including meals, receptions and breaks.
    • Consider air and ground transportation needs.
    • Plan entertainment and recreation needs, group activities and/or team-building exercises.
    • Prepare a timeline for producing invitations, event promotion, registration and production of meeting materials.
    • Designate an administrative person to create name badges and coordinate written material.
    • Budget for all sponsor expenses and calculate expenses for meeting participants.
    • Schedule speaker(s), if required.
    • Determine which expenses will be assumed by the meeting or event sponsor and by the attendees.
    • Create a balance sheet listing expenses for all functional areas of your meeting or event, such as staff time, marketing expenses, air and ground transportation, accommodations, food and beverage, entertainment and recreation, taxes and gratuities, service charges, audiovisual equipment and production costs.
    • Build in a contingency fund for unanticipated, last minute expenses.
    • Don't forget expenses for licenses (music, written materials) and insurance (liquor and general liability, business cancellation and interruption).
    • Check budgets from similar meetings and events to gauge cost.
    • Make sure funds are allocated to pay all suppliers. Establish a holding account for accrued program expenses.
    • Consult with your company's accounting office or financial officer on formatting the budget so it's compatible with internal accounting systems.
    • Secure the signature of a financial officer or other person with fiscal responsibility in your company, for any expenditures above what you have budgeted.

    Our in-house audio visual team is here to assist with a/v rental basics such as projectors and screens to more complex audio and lighting configurations.

    • Determine which audio visual rentals will be needed for your event.
    • When budgeting, build in a contingency fund for unanticipated, last minute expenses.
    • Don't forget expenses for music and stock image licenses.
    • Audio Visual Items to Consider:
    • Projectors & Screens
    • Audio Equipment: Speakers & Microphones, Sound Systems, Accessories
    • Staging & Lighting: Pipe and Drape for Exhibits, Podiums, Video Cameras, Staging
    • Monitors: Plasma & LCD Monitors, Large Displays, LED Screen Displays, Computer Monitors
    View DoubleTree's A/V Menu
    Making Cost-Effective Choices
    • Evaluate the cost and time savings for a small group to eat in a private section of the restaurant, as opposed to having a catered meal.
    • Write out the due dates for guarantees. Typically, guarantees are due 48 to 72 business hours prior to the event.
    • Specify the "overset" in the contract. An overset is the number of people beyond the guaranteed number for which the facility will set tables and places. This amount varies from 0 to 5% or more; the industry average is 3%.
    • You will usually be billed for the guaranteed number or the number served, whichever is greater.
    • Find out what service charges and/or gratuities will be added to the price of the meal and taxed, to avoid any surprises.
    • Don't compromise on quality. However, if your budget is restrictive, consider reducing the number of food functions you are planning for your meeting or event.
    • Consider flowers, decorations and entertainment. Your hotel can provide ideas for floral arrangements, table and room décor and quality entertainment.
    Planning the Meals
    • At events offering food and beverage service, allow enough time for guests to eat leisurely, network or socialize with colleagues or friends and family, and enjoy all presentations or ceremonies, if there are any involved.
    • Generally allow 30 to 40 minutes for breakfast, 45 to 60 minutes for lunch, and 20 minutes per course for dinner. For refreshment breaks, allow a minimum of 15 minutes for up to 100 people, 30 minutes for up to 1,000 people and 30 to 45 minutes for groups larger than 1,000.
    • Plan on two cups of coffee or tea per person for a morning break and one cup of coffee/tea or one soda per person during an afternoon break.
    • Consider a luncheon buffet for small group working sessions. Buffets offer variety and faster service.
    • Consider requesting one server for each table, for more formal meals and/or VIP tables.
    • Most facilities allow one server for every two tables, for standard, three- or four-course meals. Check with the facility to determine if there will be additional labor charges for the extra servers.
    • Always plan to serve a variety of foods during cocktail receptions. The food should be healthy, appetizing and visually appealing.
    • Provide one bartender for every 75-100 people.
    • Offer nonalcoholic beverages in addition to beer, wine and premium liquor.
    • Consider donating leftover food to homeless shelters or distribution organizations for the needy.
    View DoubleTree's Banquet Menu
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