The first thing you should pay attention to is the location of the hotel. It should be convenient for participants to get to the venue, otherwise some of the audience will simply refuse to attend. The ideal option is a hotel located in the city center or near the main transport hubs: train stations, airports, metro stations. If the conference is taking place in another city, it is important to consider how long it will take to get from the airport or train station to the hotel.
If the event is designed for foreign guests, it is advisable that the hotel be located in an area with developed infrastructure: restaurants, shops and attractions should be nearby. This is especially important for multi-day conferences, when participants need a comfortable place to relax and have fun.
Capacity and convenience of conference rooms
Even the most luxurious hotel may not be suitable if it does not have suitable conference rooms. It is important to clarify in advance which rooms are available and whether they correspond to the format of the event. The space should be large enough to comfortably accommodate all participants, but not too spacious so that the hall does not seem half empty.
Keep in mind that different events require different organization of space.: Theatrical seating is suitable for lectures and presentations, banquet seating is suitable for round tables, and cabinet seating is suitable for trainings and master classes. It is also worth paying attention to the location of the conference rooms in the hotel itself. If they are located near the rooms, it will be convenient for participants to move around, and if they are far away, confusion may arise.
Technical equipment and additional services
It is impossible to imagine modern conferences without high-quality technical equipment. Before booking a hotel, it is important to check whether the conference rooms have the necessary equipment. Ideally, the hall should be equipped with a multimedia projector, screens, microphones, a sound reinforcement system and high-quality lighting. Air conditioning and acoustics are also important — if the sound is poorly audible, participants will quickly get tired and lose interest in what is happening.
Fast and stable Wi-Fi is equally important. It is important to clarify whether it will be free and whether there is enough bandwidth to connect a large number of participants at the same time. Additional services such as translators, the possibility of organizing a video broadcast and technical support of the event may also be useful.
Comfort of accommodation for participants
If the conference lasts for several days or guests from other cities join it, care must be taken to accommodate them comfortably. Rooms should be comfortable, clean and equipped with everything necessary: comfortable beds, air conditioning, good sound insulation. It is advisable that participants have access to facilities such as a fitness room, swimming pool or
SPA, especially if they spend several days at the hotel.
It is also worth considering how conveniently registration is organized. If the check-in and check-out are quick, the participants will be satisfied with the service and they will not have unpleasant impressions.
Quality of service and food
Service is another important aspect. If the hotel staff is not friendly or does not handle their duties, it can ruin the impression of the entire conference. It is worth clarifying in advance whether there is a possibility of round-the-clock service, as well as how flexible employees are in organizing events.
Nutrition also plays an important role. Hungry participants will not be able to effectively perceive information, so it is important to take care of high-quality catering. Most hotels offer several options: coffee breaks, receptions or full meals. It is advisable to discuss the menu in advance and clarify whether it can be adapted to special needs, for example, vegetarian or gluten-free meals.
Cost and booking conditions
First of all:
- Determine the budget. It is important not only to meet the allocated funds, but also to find the optimal price-performance ratio.
- Also, request a commercial offer. Please specify the full list of services and their cost before booking. Some hotels offer discounts on room rentals when booking a certain number of rooms.
- Also check the additional costs. Please specify if there are hidden payments, for example, for using equipment, parking, or the Internet.
- In addition, study the cancellation conditions. If the conference is postponed or cancelled, find out in advance if the prepayment can be refunded.
- Finally, compare the options. Following these recommendations will help you choose a hotel that will ensure a comfortable conference and create a positive impression among the participants.
Questions and answers
The most common mistakes are choosing an inconvenient location, insufficient attention to the technical equipment of the halls and neglect of the quality of service.
You can study reviews online, request recommendations from colleagues, and even visit the hotel in person to assess the level of service.
It is better to check with the hotel administration in advance what Internet speed is provided and provide backup options, such as renting mobile access points.
It’s worth discussing discounts in advance, looking for hotels with great package deals, and avoiding hidden fees.
It is important to clarify whether it is possible to change the arrangement of furniture in the hall and whether additional rooms are available for workshops and negotiations.