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Tips and Tricks for Finding a Conference Hotel

If you have been given the job of finding a conference hotel, you’ll know that this can seem to be a daunting task. Whether it’s for a sales conference, a seminar you are holding, or any other reason, you need to be sure that your chosen conference hotel is up to the job.

Whenever possible, you should make arranIf you have been given the job of finding a conference hotel, you’ll know that this can seem to be a daunting task. Whether it’s for a sales conference, a seminar you are holding, or any other reason, you need to be sure that your chosen conference hotel is up to the job.

Whenever possible, you should make arrangements to visit the hotel before choosing it for your conference. Try to schedule several visits on the same day so that you don’t spend too much time away from your main job. And don’t be afraid to just call into a hotel if it looks promising – you may have to wait a while to be seen, but it is highly unlikely that a hotel will turn you away if you are looking to run a conference there.

What to Look For in a Conference Hotel

Firstly, make sure that the conference room you are looking at is big enough for the conference you are holding. Your chosen hotel will tell you how many people the conference room will seat. There are several different ways of measuring the number of seats. The most common are:

Theatre style

Dining

Board room

Classroom

Reception

These names should be self-explanatory, but if you are not sure then you should double-check with your conference hotel before finalizing your booking.

If you need other facilities at your conference, you should check whether your hotel can supply them or if you need to bring your own.

Some of the things you need to check for when you are organizing a conference at a hotel include:

Flip charts and marker pens

Overhead projector

Slide projector

Sound system

Your chosen conference hotel will make a charge for using their conference room. If the conference is only to be held during the day, then there is no need for an overnight stay for your delegates. In this case, you will be charged a ‘day rate’. Usually, the day rate will include tea and coffee for breaks and possibly a buffet-style lunch. As with everything else, you need to be certain about what is included in the price you are quoted.

If your conference lasts longer than a day, you should negotiate a special deal with your hotel so that delegates can stay overnight, probably at a special reduced conference rate. After all, you will be booking a number of delegates for your conference in the hotel, so you should expect a discount on their normal rates.

 

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