Hotel Letter

The last couple of days I've been working on a challenging hotel letter and Schedule of Services (SOS). I have to go through the Program Services Agreement (aka the contract) page by page and type up all of the services that PRA is providing and everything that the hotel must provide. For example, one of the on-property activities is called "Diamonds in the Sky" and takes place from 7 to 10 pm on the patio of the resort. We've hired some entertainment to play music during the event and we need to let the resort know that the entertainers require an 8x10 well-lit area and access to electricity. The idea is to avoid a situation where the resort CSM is saying, "We didn't know you needed that". We can look back and say that we informed the resort of these requirements in the SOS. This particular program is 6 days long and there are numerous activities throughout 4 of the 6 days. I have to include the type of vehicle that will be picking up the attendees, the number of attendees, where the vehicle will stage and what time, and when they will be arriving back at the resort. The opening letter also invites the CSM to the pre-conference meeting. This information gets forwarded to the front desk, bell captain, security, and concierge.