Renaissance Denver Stapleton Hotel

Be sure that promotional code Z2H appears in the Corporate/Promotional code box when making your online reservation, or call 1-800-228-9290 in the US and ask for promotional code Z2H.

Be sure that promotional code NCL appears in the Corporate/Promotional code box when making your online reservation, or call 1-800-228-9290 in the US and ask for promotional code NCL.

Be sure that promotional code SHO appears in the Corporate/Promotional code box when making your online reservation, or call 1-800-228-9290 in the US and ask for promotional code SHO.

Be sure that promotional code Z86 appears in the Corporate/Promotional code box when making your online reservation, or call 1-800-228-9290 in the US and ask for promotional code Z86.

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LxWxH: 42x52x17; Sq. Feet: 2,184; Theater: 200; Schoolroom: 120; Conference: 40; UShape: 40; Reception: 300; Banquet: 160.

LxWxH: 48x58x17; Sq. Feet: 2,784; Theater: 300; Schoolroom: 160; Conference: 50; UShape: 50; Reception: 350; Banquet: 200.

LxWxH: 20x90x17; Sq. Feet: 1800.

LxWxH: 26x39x10; Sq. Feet: 1,014; Theater: 80; Schoolroom: 80; Conference: 30; UShape: 30; Reception: 120; Banquet: 80.

Theater: 40; Schoolroom: 40; Conference: 20; UShape: 20; Reception: 50; Banquet: 40.

LxWxH: 30x67x12; Sq. Feet: 2,010; Theater: 200; Schoolroom: 72; Conference: 44; UShape: 48; Reception: 200; Banquet: 120.

LxWxH: 20x26x10; Sq. Feet: 520; Theater: 50; Schoolroom: 18; Conference: 12; UShape: 16; Reception: 40; Banquet: 40.

LxWxH: 13x32x8; Sq. Feet: 416; Theater: 20; Schoolroom: 15; Conference: 12; Reception: 20; Banquet: 20.

LxWxH: 57x30x9; Sq. Feet: 1,710; Theater: 100; Schoolroom: 60; Conference: 34; UShape: 36; Reception: 100; Banquet: 100.

LxWxH: 40x35x10; Sq. Feet: 1,400; Theater: 80; Schoolroom: 40; Conference: 28; UShape: 24; Reception: 80; Banquet: 100.

Appropriate for groups of fewer than 40 people. These are best for interaction with a leader seated at the head of the setup. Audiovisual is usually best set up at the open end of the seating.

Appropriate for large sessions and short lectures that do not require extensive note-taking. This is a convenient setup to use before breaking into discussion or role-playing groups because chairs can be moved.

Stand-up social function where beverages and light foods are served. Foods may be presented on small buffet tables or passed by servers. May precede a meal function.

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.

Determine the type of hotel that will best suit your meeting or event needs (an airport hotel, convention and meeting hotel, resort, conference center or all-suite hotel) . Determine the type and number of guest rooms needed (singles, doubles, suites, specially equipped business rooms or rooms accessible for people with special needs.) Determine the number and size of meeting rooms needed; use past programs as a benchmark. Choose a hotel with facilities that meet your needs, such as sleeping and meeting rooms, restaurants, sightseeing and recreation options. Keep in mind the comfort of your attendees. Consider hotel services that will enhance the stay of special guests or VIPs.

No facility will look the same in person as it will on paper, nor will you be able to get a sense of service without going to the site. If your budget or time does not allow you to visit the site, the following options are available to you: Check with other people, including other planners, to see which properties they've used and which ones they would recommend. Use the Internet to view sites, and/or contact the local convention and visitors' bureau for materials, including facility descriptions, city maps, transportation information, etc.

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.

Appropriate for groups of fewer than 40 people. These are best for interaction with a leader seated at the head of the setup. Audiovisual equipment is usually set up at the open end of the seating. Ovals and rounds: Generally used for meals and sessions involving small group discussions. A five-foot-round table seats eight people comfortably. A six-foot-round table seats 10 people comfortably.

The most desirable setup for medium to large-size lectures. This configuration requires a relatively large room. Tables provide attendees with space for spreading out materials and taking notes.

Send your rooming list well in advance, at least seven to 30 days prior to arrival. Inform guests of the hotel's location and amenities. Send your meeting specifications to the hotel two to four weeks before a meeting. List every meeting requirement, day by day, hour by hour. Don't forget to reserve space for your meeting office, press room, speaker-ready room. Remember to make preparation for all food and beverage activities and events held off-site. Include billing instructions and lists of VIPs to whom complimentary rooms should be allocated. Check the Event Orders (EOs) and Banquet Event Orders (BEOs) from the hotel. Check against your specifications and advise the hotel promptly of any changes or of your approval. Hold a pre-convention meeting 24 to 48 hours in advance of the meeting to review event expectations, procedures and to provide an opportunity to meet staff contacts who will help you with any problems. Never assume that a request has been taken care of - always double check. Work with the hotel to resolve any last-minute changes. Things to do daily: First thing each morning, secure a printout of all rooms in house and a report of any "no-shows" or cancellations. Early in the day, and again in the afternoon, meet with your hotel contact to review any changes in the program and/or meal counts. Each afternoon, set aside time to meet with accounting to review the bills from the day before and verify that your charges are correct.

Meet during a time period when the hotel’s business is slow, such as holiday weeks. Schedule a meeting within a gap in the hotel’s schedule. For instance between two other meetings, or when there has been a cancellation or less-than-expected attendance from another group. Alter your arrivals and departures to occur on days of the week when occupancy rates are typically lower (Thursday, Friday, and Sunday) . Choose a hotel that's reopening after renovations or an acquisition by new owners. Try selecting a hotel that’s new to the market; they often offer special rates to encourage business. (Note: Make sure your contract covers all contingencies, such as incomplete renovations or properties that don't open as scheduled.)

How much space do you need to host a banquet or reception for 150 people?

If you have a list of your guests, we can make reservations for all of them.