ESA | Billing timetable Flashcards
Establish expense projections and preliminary cash flow schedule. Update regularly as service providers are contracted.
Timetable for Event Billing Process: ASAP
Determine event pricing, and adjust time lines (such as registration deadlines) to align with cash flow needs.
Timetable for Event Billing Process: ASAP
Confirm billing instructions and requirements with the facility, including completing a credit application for direct billing (if applicable).
Timetable for Event Billing Process: 9-12, 6-9, or ASAP
Arrange a confirmation and reporting system for attendees’ accommodation reservations.
Timetable for Event Billing Process: 9-12, 6-9, or ASAP
Meet with the venue’s representative to review billing instructions, room and master account requirements, and the room confirmation system.
Timetable for Event Billing Process: 6 months (3 months if rushed)
Verify the master account requirements with the facility’s convention services manager (CSM) or sales manager. They will relay the information to the credit manager or group billing coordinator. Request confirmation in writing from the CSM or sales manager.
Timetable for Event Billing Process: 3 months (2 months if rushed)
Make arrangements for the secure handling and deposit of cash and checks received for on-site registration and ticket receipts at the end of each day.
Timetable for Event Billing Process: 3 months (2 months if rushed)
Review room rates, food and beverage charges, and other charges (note which are acceptable and which are not) and billing procedures.
Timetable for Event Billing Process: 1 month (3 weeks if rushed)
Confirm who will be authorized to make financial decisions during the event.
Timetable for Event Billing Process: 1 month (3 weeks if rushed)
Review all non-venue supplier items for terms, price, and settlement issues.
Timetable for Event Billing Process: 1 month (3 weeks if rushed)
Provide guaranteed numbers for variable cost items such as food and beverage. Request confirmation in writing from the CSM.
Timetable for Event Billing Process: 3 BD
Hold a pre-conference meeting with venue representatives and key suppliers to review the event specifications guide.
Timetable for Event Billing Process: 1-3 BD
Conduct a daily review of the master account with your accounting representative orCSM.
Timetable for Event Billing Process: During the event
Review master account billing and originals or photocopies of attached charges. Approve correct charges and identify disputed, delayed, or missing charges. Attempt to settle the disputed charges. Establish dates for payment of undisputed portions of the bill, for payment of missing or delayed charges, and for the final resolution and payment of disputed charges. At this time, identify and resolve any supplier charges or bills incurred by outside suppliers such as an AV contractor, a general services contractor, or a band. These charges may be identified as either a miscellaneous charge or a “paid out” on the master account. Paid out means that money has been advanced or paid out by the hotel to either the supplier or those authorized to add to the master bill and bill to your account.
Timetable for Event Billing Process: Before leaving
When you receive the complete master account bill, acknowledge the receipt in writing.Upon completion of the master account audit, notify the facility of any disputed charges along with the exact amount of the dispute and the reasons why the charge is in dispute.Send a letter notifying the facility that payment will be made on undisputed charges and that upon proper resolution of the disputed charges, additional payments will be made.Promptly pay the undisputed charges by check, credit card or electronic funds transfer.Some facilities specify that all master accounts must be paid within 30 days of the event’s conclusion. Others may offer discounts for payment of the master account at checkout. Be sure to inquire about these policies early in the planning phase.
Timetable for Event Billing Process: Post event
