Three Talking Points When You're Booking A Hotel Conference Room
When you're starting the process of organizing an event, one of your first priorities is to secure the venue. Whether your upcoming event is big or small, formal or informal, a conference room of a hotel can be a worthwhile host venue. During your quest to find the hotel whose room best suits your needs, you might find yourself visiting multiple hotels in your city. Your discussion will likely center around the room's rate, availability and capacity, but there are some other worthwhile topics to discuss. Here are three points that you should have answered before you sign the rental contract.
Equipment Needs
The nature of your event will dictate the equipment you'll need. This list could include a projector, screen, and sound system. Many hotels have this information available for those who rent their conference rooms. Ask if the gear is included in the rental agreement and, if so, see if you can take a look at it in advance to check its condition and compatibility with the equipment you'll be providing. If the hotel doesn't have this equipment available, you'll have to add contacting a local electronics rental company to your to-do list before the event.
Catering Specifics
Given that many events include a meal or a series of refreshments, you have to determine whether the hotel's on-site food department can prepare the menu of your choosing. If not, ask to see a list of what the department can provide and see if you can find suitable choices. You might, instead, wish to partner with an outside caterer to service your event. If this is your intention, it's necessary to run the idea past the hotel's rental representative to determine the rental agreement doesn't have a clause that requires you to use the on-site food services.
Guest Room Rate, Discount, And Vacancy
Although much of your discussion will focus on the conference room itself, you'll need to raise the issue for the hotel's guest rooms if your upcoming event will be attracting guests who need to stay the night. It's important to first determine the number of guest rooms your group will need, and then check to see if the hotel has adequate vacancy. Additionally, determine the general rate for these rooms and inquire about getting a group discount because you'll be booking the rooms in advance. Hotels will often provide this sort of discount, which will benefit you if you're taking care of the bill or the event attendees if they're paying for their own rooms.
Talk to a hotel to find out more information about using a hotel conference room.
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