Published September 9th, 2014 by

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.

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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.

Published August 21st, 2014 by

In order for any business to be a success it must host regular meetings with both its suppliers and its customers. These meetings are where long-lasting relationships flourish and where deals are made.

As many people make business decisions on first impressions, successful meetings are very much about location. When arranging any kind of meeting or conference, you need to think carefully about comfortable your invitees will be and choosing the wrong locale has the potential to break rather than make a deal.

For these reasons many managing directors and executives rightly choose to host their meetings at hotels.

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Comfort

Hotels do their very best to make their premises as warm and as inviting as possible. They understand that the world of business needs comfortable locations to hold discussions and get deals off the ground.

Even the lobby and bar areas of most hotels provide a nice place to host informal conversations. Those looking for something a little more official can hire specialist meeting rooms.

Although a meeting may only last minutes or hours, hotel staff will strive to make a visitor’s experience as memorable as possible and will be on hand to provide refreshments and handle any queries that may arise.

For full-day and half-day events, many hotels will also provide multiple tea and coffee breaks as well as lunch buffet. Some hotels will also happily organise a post-meeting evening meal for those that require one.

We looking for a hotel, pay particular attention to a place’s décor and ask yourself ‘is this the sort of place I’d like to come to if I was a customer?’ If the answer is no, then you should consider somewhere else.

Convenience

Hotels provide a neutral space that is convenient to all people. They are generally easy to access by road and rail, meaning your delegates should have no trouble arriving on time and making their way back home or to the office afterwards.

Companies should understand that hosting meetings in their own premises can be little daunting to suppliers/customers. It can feel like stepping into someone else’s territory, which won’t have them at the ease you desire. Hotels provide a location that is neutral to both parties, allowing them to relax a little more and speak more openly.

If you are hosting a seminar rather than a meeting, using a hotel is also likely to produce a larger attendance.

Specialist facilities

Good hotels have rooms available which feature the latest technologies. Meetings and conferences will always be more successful where there is the option to show people items and charts rather than just talk about them. Hotels understand this and many provide state-of-the-art LCD projectors, large screen monitors and high speed Wi-Fi connections.

These technologies can be used for video conferencing, meaning even those that could not make the meeting in person do not have to miss out.

Other items regularly found in function rooms include;

• Folders, pens and paper
• Microphones
• Flip charts
• Sweets

Ability to stay over if required

As mentioned, one of the key advantages of hotels is convenience. However, if someone has travelled a long way to attend your meeting then they should be given the option of staying over in the hotel. This way they can relax and freshen up before and after your meeting.

Large capacities

The fact is that many businesses do not have premises big enough to host large meetings, seminars and conferences. Hotels do. By choosing a hotel, you get access to spacious air conditioned function rooms that meet the needs your business.

While no two hotels are the same, finding one suitable for 60 delegates is as easy as finding one for just five. Access for the disabled is another key advantage. While most businesses have adapted their offices accordingly in recent years, many still do not have facilities that are suitable for people using wheelchairs. Because hotels are public places, they have guidelines they have to adhere to, so you can be sure that access for disabled delegates will not be an issue.

Many hoteliers also offer low hiring rates to companies because they know that building a relationship can lead to future stays and larger scale bookings.

Use a hotel for your own company’s meetings

Even if you do not have a meeting with potential customers and suppliers scheduled, there are still a number of benefits from spending some time at a local hotel.

All companies should communicate regularly with their staff members and sometimes the office isn’t the best place to get the message across. Taking your employees out of their regular place of work can help to revitalize them and hotels provide a fantastic setting for versing them on new developments and requirements.