Business conferences are quite the undertaking to orchestrate, so planning them in the easiest way possible can save a lot of time, money, and frustrations. Whether it be an intimate affair for the higher ups or a company wide retreat, a hotel is a smart place to hold your meeting or conference. Everyone is in one place and all your business is through one vendor, making accounting an easy task once the entire project has wrapped up.
If you’re planning on hosting a business meeting or conference, here are some of the many reasons why it is beneficial to host it at a hotel.
Large or small meeting spaces: No matter the size of your meeting, there is a hotel that can accommodate your group. Whether it is a small meeting room with audio/visual hookups, all centralized around a conference table with phone options, or a grand ballroom with room for hundreds, hotels are designed to fit groups of any size. They also can offer dividable rooms that can be used to breakout meetings or focus groups during part of the gathering.
Onsite catering: The nice part about having a business meeting at a hotel conference center is that it will also offer amenities for dining and beverage service, all in the place where the event is already happening. With this, there is no need to arrange with an outside vendor for catering, the hotel has everything they need, including all the place settings and table linens, making it very easy to transition from a meeting to lunch or dinner.
Limited need for transportation: Especially if you are hosting out of town guests, or the meeting is being held in a different city than your company, having a place for people to stay and attend the meeting in one place takes away the need for renting cars for your employees. You only have to pay for them to get to and from the airport, which can be a major money saver.
Business Amenities Available: Most hotels with large conference centers will be able to provide services such as wireless internet, a print and copy center, any audio or visual aids to may need, as well as a phone set up for conference calls.
Centralized location for employees: It’s easy to keep track of your employees when they are all staying at the same hotel. It’s also great if people have smaller meetings set up throughout the course of the stay at the hotel. Many places have the amenities for a meet and greet the night before a conference, or you can have a designated portion of the bar or restaurant for a place for employees of your company to socialize and get to know each other.
One Point of Contact: Another nice part about hosting a meeting at a hotel is that you typically deal with one Director of Sales who then follows up with catering, audio/visual, room setup and all the details. That way, they keep track of everything from communicating what time you want lunch served to how you want the room setup with rounds of eight one day, and auditorium style the next. They’re the coordinator so you don’t have to be.
One final bill for everything: When all is said and done, you can get one nice neat bill at the end. If employees aren’t paying for their own rooms, their bills can be routed to the group master, so at the end you just have to meet with your coordinator and get everything squared away. It may seem like a little thing, but after a busy meeting it is one less thing for you to worry about.