1 Establish credit early. If you do not have a meeting history with the chain in the past few years, you will likely be required to complete a credit application. This should be done 60 or more days before arrival. Most chains have not consolidated their credit check process, but look favorably on repeat customers.

2. Clearly communicate your billing instructions. What do you want to have master billed versus what is the individual's responsibility? A large number of billing disputes often involve individual room and incidental charges that are posted incorrectly. Try to get the specific billing instructions for each individual reservation as correct as possible at the time of making the reservation (30 days before arrival).

3. Designate authority. Communicate whose responsibility it is to sign and add items to the master account. If possible, limit your authorized signers to no less than two and no more than five staff people.

4. Break it out. Many hotels have the ability to create separate folios (or sub-master accounts) based on your instructions. Contact your hotel convention services manager or group billing coordinator to find out what options are available. To help expedite your review and budget tracking, consider separating your various room types, i.e., request separate folios for staff room and incidentals, board and VIP charges, and speaker room, and taxes. Also consider separate folios for food and beverage, AV, sponsored events, or pre-conference seminar charges. Dividing the bill into sections or categories of expenses will expedite your review and allow you to more quickly and accurately review your actual charges against your budget.

5. Plan regular reviews. Make sure you arrange an introduction to the person who will be responsible for assembling your master account. Before charges are posted to your account, review the listing of accounts and special instructions communicated to convention services with this person. Establish a time each day (afternoons work best) to meet with him/her for 15 minutes for a cursory review of the charges posted. It's much easier to approve charges or spot errors when they are fresh in your mind. Schedule a more thorough review and next-step discussion at the conclusion of your meeting. Identify inaccurate charges and ask to have them corrected before the final invoice is submitted.

6. Check and double check. At the end of the day, the only documents that matter are the hotel's rooming list, resume, and banquet event orders (BEOs). Make sure that those documents are crystal clear, have accurate pricing, and match up with your instructions. Inspect, correct, and sign all of these documents at least a few days before your event or pre-convention meeting.

7. Sign those banquet checks. It is extremely difficult to dispute the number of dinners served, soft drinks consumed, or gallons of coffee replenished days or weeks after your event. Be sure to communicate that you're keeping track of these items and that you expect the charges to be accurate. Request that you sync up on these counts by signing the banquet checks several times a day. Don't worry about spending your time matching up the prices and checking the math; those corrections can be made later.

8. Look for what's not there. Charges can and do come in late from some sources. Create your own checklist (or use the hotel resume as your guide) to make sure you are correctly charged or credited for items like performance damages, room rental, electrical, Internet, telecommunication charges, security, recreation, and any complimentary room credits or rebates.

Once you take these steps, you've done your part to ensure you receive a timely and accurate invoice. When the invoice hits your desk, and while it is fresh in your mind, schedule two to four hours to perform a more thorough review. If the bill needs to also be reviewed or approved by your coworkers or suppliers, ask that a duplicate copy be sent to speed things up.

Alert your finance or accounting department that the bill has arrived, the invoice amount, and that you will be sending through a check request in the next week or so. Timely payments can greatly impact your future ability to obtain credit approval.

During your review, match up each posting with the associated backup and against the written instructions. Confirm that the pricing and overall math is accurate. Itemize all disputed charges and communicate with your master account billing contact both in writing and over the phone. Let him/her know that you are authorizing payment of all of the undisputed charges. Agree on a timeline for a resolution of any charges that are in question. By implementing these best practices and process improvement recommendations, planners and hotels can end the meeting on a high note.

° Dave Lutz is managing director of Velvet Chainsaw Consulting, www.velvetchainsaw.com, a business improvement consultant specializing in the meeting and event industry. His company assists organizations in realizing top- and bottom-line growth by delivering customer-focused solutions in business development, best practice and process improvement, strategic planning, and training.