If you are in charge of booking a hotel conference room for your company's next conference, maybe you are looking for ideas that will help you. If so, keep reading for some suggestions that might turn out to be helpful.
Start With The Location - Maybe this is the event where spouses are invited to attend. And, maybe each year your company's conference is held in a different city. If that's the case, the attendees will be looking forward to learning about which city will be the location for the upcoming event. With that in mind, consider taking a poll. Choose about five cities that have things like historic places and other great local attractions. Send that list to all who are expected to attend, and ask them to take a vote.
Once you figure out which city was the winner, it would be a good idea for you to visit that city to scope out hotel accommodations. Do some online searching before you travel so that you can narrow down your hotel choices. That way you can fly into the city in the morning, visit hotels during the day and fly home that evening.
Arrange To Meet With Managers - Before you arrive in the designated city, schedule meetings with the managers of the hotels you are considering. Ask if you can have a tour of what will be available to your group. You'll be looking for specific things that will make the hotel attractive to those who are attending the conference.
- Look for hotel rooms that are luxurious.
- Find out if there will be enough small conference rooms available for workshops.
- Make sure there is one large conference room for times when all of the attendees will be together.
- Determine whether things like chairs and tables will be available for your group to use.
- It will be helpful if there is a restaurant on the premises.
- If there is a restaurant, determine whether or not it will be available to catering purposes.
- Friendly and courteous front desk workers and a helpful concierge will also help you to determine if the hotel is a good choice.
- Of course, you'll want to cover all of the financial obligations, too.
Once you have decided on which hotel will serve your group best, get a specific count of those who will attend. Remind them that, if plans change, you'll need to know that at least twenty-four hours ahead of time.
