When booking a hotel for a conference, there is more to it than booking a great room for your delegates to stay in.
Room Capacity and Layout
Check the maximum number of people that can fit in the room(s) you are interested in, for example a room that holds 80 people in a theatre style layout might only hold 30 people in a cabaret style. Also find out if the rooms can be set up differently between sessions, and if so what furniture is provided as standard and what has to be hired in addition.
AV and Connectivity
Check what is included in the hotel’s basic package of audio-visual equipment and what is going to be supplied by a contractor. Check details such as the size of screens, types of microphones available and whether the hotel’s Wi-Fi will be shared with guests or if a dedicated line will be set up for your event. There is also guidance on accessible and effective AV setups on the web site of BCS, The Chartered Institute for IT.
Catering for a Working Day
Be certain to check if the conference venue will provide your delegates with working lunches, refreshment breaks and provide a variety of dietary options. Also be sure to find out the time frame of the venue between the morning sessions finishing and lunch commencing to avoid any last minute delays and possible disruption to your full day event.
For Tewkesbury Hotel Conference Rooms, visit https://tewkesburypark.co.uk/hotel-conference-rooms/.
Overnight Accommodation
If your delegates are travelling from afar it would also be wise to find out how many rooms a hotel has and whether they can reserve a room block for your attendees.
Parking and Transport
How many dedicated parking spaces does the venue have and will there be an additional charge for parking. Find out the nearest train station or coach park to the venue.
Confirm Everything in the Contract
Ensure you clearly state your questions in writing and that the answers are confirmed in the contract prior to signing. Typically, these will be a full written breakdown of what is included in the day delegate rate, the event’s cancellation terms and conditions and whether there are any minimum spend clauses.
Getting these points confirmed early will save you a lot of hassle nearer the time.
