Conference Hotel Booking
Booking a hotel for a company conference would on the surface appear to be a simple thing to arrange. Allocate the job to one person, who will make a few phone calls and everything will be arranged. All that remains is to inform those who have been invited to attend of the place and time of the conference.
But the task of booking a conference hotel needs much more planning and attention to detail regarding the location and facilities that the hotel has to offer. If important details are over looked, the conference could experience all kinds of difficulties and unforeseen problems when the time comes and all the delegates arrive.
The location of the conference should be one of the first considerations before the hotel is booked. If all the delegates are from one area of the country, then a local hotel would be the obvious choice. But if those who are attending come from far and wide, then a location that suits as many people as possible should be considered.
Before booking it is important to establish the number of delegates who will be attending, and what kind of conference it is going to be. An informal meeting with a relatively small amount of people attending will require a different hotel than one that is going to hold a gathering of some hundred people or more.
It is important that the kind of hotel that is booked reflects the number of those attending the conference. Reserving a venue that could accommodate over two hundred people, where less than a hundred attend, will make the conference seem poorly attended and reflect badly on the organisers if those delegates who are present find themselves surrounded by a large number of vacant seats.
Another aspect to be considered when booking a suitable hotel for a conference is will there be a need for overnight accommodation. If the conference is a one day affair, many of those attending may wish to return home. But, those who may have far to travel may require a bed for the night.
However a conference lasting two or more days is going to require a hotel with a large number of available rooms.
Once all the information requires is has been gathered it is time to start looking for the right hotel for the conference.
The first thing to establish is what catering facilities the hotel has to offer, and it is important that these facilities are available on site, that is to say on the hotel premises.
All hotels offering conference facilities should be able to offer a choice when it comes to providing food and refreshments.
A light breakfast may be required for the guests when they arrive,and most conferences like to have a coffee break during the morning and afternoon proceedings.
For lunch many delegates usually prefer a light buffet meal. This saves time and enables the afternoon sessions to begin on time. However if a more formal lunch is required, it must be made clear to the hotel management, to ensure they are able to provide such a meal quickly and efficiently.
Conferences that continue over more than one day will require evening meals and rooms for the delegates. It is important that tables for dinner and breakfast are reserved for the delegates on the required days and rooms are available on the nights required. A note should be made of the checking in and out times, and all those attending the conference are made aware of them.
One point worth bearing in mind is the dress code for the hotel restaurant. Most hotels will accept smart casual these days, but it is always worth checking and the visitors attending the conference are informed of the dress code.
Clear instructions on how to reach the hotel should be issued to all those attending, accurate directions for those coming by road, plus relevant up to date information on the public transport available.
All conference hotels will provide prospective customers with details of their meeting rooms, many will provide seating numbers and layouts of the various conference rooms.
They will also supply you details of their bedrooms, restaurants and leisure facilities.
The majority of conference hotels have a comprehensive web site with all the relevant information most people will require when booking a conference.
However, it is important when making an enquiry regarding your conference details; you have all the relevant information to hand.
Once a venue has been decided upon and all details have been agreed, it is vital that you get the hotel to confirm what has been agreed in writing.
When this written agreement has been received it is important that it is thoroughly checked against the list of requirements that were demanded when the booking was made.
This will allow for any discrepancies that have cropped up to be corrected before the conference date.
Paying attention to all the details mentioned in the above article will ensure a highly successful and productive conference will achieved.