Three considerations on selecting a host hotel for your next conference or special event

A positive or negative hotel experience will, for better or worse, impact how your event attendees view your company or organization. When planning an off-site meeting at a hotel there are many details to consider, starting with the site selection. It’s important to start the process by narrowing down your options and picking 2-4 hotel sites to inspect. Then consider  three critical factors:

1. Overall Hotel Experience:
Make a point to go to the hotel prior to your site inspection time and sit in the lobby and watch the movement of the staff and guests. Below are a few things to pay attention to:

  • Is the check-in/out process quick and streamlined?
  • Was their bell staff at the door to take care of luggage?
  • Was the valet present?
  • How long does it take for elevators to arrive?
  • Is the staff friendly and helpful?
  • Is there free Wi-Fi available in the lobby areas?
  • Does the hotel have a lobby bar/restaurant that is busy?
  • Are there any additional outlets available (coffee shop, gift shop, boutique shops)?

2. Meeting Space:
Finding the right space for your meeting can be tricky as meeting space can vary in size and shape. Be mindful of:

  • How many people will be attending, what type of room set up will you have (classroom, theater, boardroom)?
  • Do you need seating for all attendees?
  • If there will be a presentation, make sure the room does not have anything that would obstruct someone’s view of the podium or a screen.
  • Will you need additional space for display tables?
  • Is there a fee for the meeting space or a food and beverage minimum?

3. Guest Sleeping Rooms:
Guest sleeping rooms also come in many shapes and sizes. Always ask to see a few options that would be available. Many times the rooms do not look the same. Some are larger or smaller. A few things to look for when inspecting a guest room are:

  • Is the room clean, does the carpet look old or worn away in places?Is there paint chipping or wallpaper coming off the wall?
  • Be sure to inspect the bathrooms for cleanliness and acceptable size.
  • Do the linens look clean, worn or torn? What type of pillows do they offer (thinking of those with allergies)?
  • Does the room come with a refrigerator or in-room safe?


conferences, hotel experience, meeting space, site selection, site visits, special events
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