Can you suggest some tips for choosing hotel conference venues?

Five tips for choosing hotel conference venues

Got a huge event coming up where you’ll need to gather and accommodate people from different places? Opting to conduct the conference in a hotel would be a better idea since a hotel is easy to locate and your delegates can book an accommodation there as well.

Of course, setting up and handling an event can be a lot of work. From securing your sponsors and looking for speakers, it can be a stressful, albeit exciting, process. 

The most challenging part here, though, is looking for the right hotel venue. Before you decide where to hold your event, here are some tips to make choosing a venue easier for you:

Consider the location

Finding a good location that can accommodate your delegates is an important step in setting up an event. You do want to look for a venue that is conveniently positioned where your delegates will be traveling from, correct? If your attendees are flying to attend, look for a venue that is near the airport or hotels. If you’re preparing for a local event, look for a venue that is close to your attendee’s homes or offices. In addition to that, do consider public transportation and parking options. You don't want your delegates to get inconvenienced looking for a parking spot, do you? 

Confirm which services are provided

If you’ll be needing an internet connection and other necessities during the event, ask the hotel staff if those requests can and will be accommodated. Do ask if they also offer use of sound equipment and other components for events that you’ll need as well. That could be a lot cheaper than renting out from a different service altogether. 

Don't forget about food and beverage

There are lots of venues that offer food and beverage packages so there would be no need for you to contract a caterer. However, if you prefer to bring in a catering service of your choice, talk to the hotel staff regarding it and how they can accommodate that request. 

If necessary, make a seating arrangement

Planning a seating arrangement for events may not be necessary but in some cases, needed. If you’re setting up a seminar, where there aren’t usually tables, it would be ideal to set up a seating plan: for everyone or for the prominent guests, or at the very least, a seat number for your delegates. 

Do inquire about parking

How many attendees are you expecting? Can your hotel accommodate that much parking space for your audience? Is there an open parking space available nearby? Would it be better if you advise the attendees in advance so as they’d know parking would be tight. 

There are plenty of things to consider before you start to decide on a conference venue. Putting a lot of thought on the aforementioned points can help you narrow down your choices.