Planning a meeting is like the game of telephone.  You tell someone something.  They tell the next person and the next person, etc., etc.  Things fall through the cracks or get miscommunicated.  A good meeting planner will always arrange a pre-conference meeting with the conference services manager and other department managers prior to your group’s arrival to go over the agenda and make sure your plans are exactly what the hotel is going to provide you.  It’s your opportunity to review guest rooms per night, start and end times of meetings and banquets, and menus.  After all, your goal is to make sure the hotel delivers the perfect plans you have made in advance for a successful meeting.