You're about to find out what to look out for
We have chosen the hotel for the conference - now it's time to choose the right room
All these elements together "work" for the success of the event. After all, our guests are supposed to absorb knowledge like a sponge, not fall asleep...
While I admit this is an important point, you should take care of several other elements as well.
What are they?
You'll find out in just a moment.
- meeting room size
- number of chairs and tables
- social facilities - locker rooms for guests
- audio/visual equipment
- air conditioning
- adequate lighting
- possibility to buy overnight accommodation for guests
- option of possible parking fees
- a catering company / an operating kitchen at the hotel
- attractions for conference participants at the hotel
What should a good hotel have for a conference?
We are better at resting, relaxing and absorbing knowledge in such places.
So what should you take care of when reviewing meeting room rental ads?
Air conditioning + adequate lighting
The air conditioning simply must be there! And the hotel you have chosen for the conference must have it (working of course).
This device, a marvel of technology that will keep summer conference attendees going.
A non-functioning air conditioner in duo with poor lighting is a nightmare team.
You will ask once again, good means what kind of good?
Adequately prepared conference room with lighting that does not tire participants, but makes it easier for them to work at the conference (I mean here, for example, making notes).
After all, we don't want to just sit through the conference yawning every now and then and looking at the clock with a longing for the coffee break hour.
The issue of adequate lighting and the level of "work" of the air conditioning is worth discussing in advance with the hotel staff.
Armchairs, chairs, sofas - it has to be, above all, comfortable
And choosing the right chair or armchair, believe me is a real art.
But let's focus on the main points.
Also, make sure the hotel has an adequate number of chairs.
Comfortable, undamaged chairs, furniture is one of the most important points of conference room equipment.
Conference participants will spend up to several hours at the event, it is worth ensuring that they spend this time comfortably.
You are hugely mistaken, I assure you.
What about the image of the hotel?
We know how much it costs to rent a conference room, so we pay not only for the service but also for a clean and undamaged room and efficient equipment.
Scratched, furniture is unfortunately a negative sign of the hotel owner.
You probably don't have to guess what kind of rating your guests will give you when they stay in unfinished, dirty rooms.
Projectors, laptops, wireless microphones
We want to have a good understanding of what the conference speakers want to tell us, we want to see the presentation they are showing us in detail.
The hotel for the conference you have chosen does not have such modern equipment?
Ok... working: projectors, wireless microphones and laptops will suffice.
This standard equipment also includes wireless microphones and an efficient sound system without squeaks or noises.
A speaker using a wireless microphone will be able to move freely around the room and interact with conference attendees.
What else should be in every speaker's handy kit?
And, of course, a remote control for the projector so the presenter can flip through the presentation slides efficiently.
Without having to run up to the computer every now and then.
We're almost there... we know how a hotel room should be prepared for a conference.
The final element remains.
It's a back room, a secluded place where conference attendees can chat privately after the conference, exchange business cards, etc.
Such a place, or rather such a room/room cannot be a tiny cage.
Our guests should feel comfortable there, after all, it is where they will make their first business contacts.
Since we're in the back of our hotel for the conference.
It is worth looking into the kitchen and making sure that the chef and his assistants do not disappoint our taste buds.
Cuisine of flavours
Many resorts that offer meeting room rentals include waiter service along with food in the package.
It is really worth taking advantage of such an offer, meals that are prepared on site are always a guarantee that appetizers and main courses will reach the guests on time.
The second thing is, we have the ability to control the preparation of these yummies.
No worries that the delivery truck with all ordered catering will get stuck in traffic somewhere.
When preparing a quote request, don't forget this point.