Conferences: choosing a location and booking a hotel

Organizing conferences is a great way to introduce your company. Such a large-scale event will bring together all the major figures in the industry, allow you to discuss the latest developments, as well as find the right specialists and expand your client base. The most important thing during preparation is choosing a location for the conference and finding a hotel for guests to stay in. We will tell you how not to make a mistake, and you can read about the nuances of organizing business events abroad here .

How to choose a conference room?

The success of the entire event depends on the venue. There are several points that should be given the most attention. Some organizations offer conference packages: a room, equipment, and a coffee break. This is a great option, but you can also organize everything separately. The main thing is to start booking a hotel for the conference as early as possible.

Place

Conference halls can be rented in business centers, hotels, libraries, universities and other cultural and educational institutions. Focus on the topic and participants. If you plan to have many out-of-town guests, choose a hotel. Inviting students? Rent at the university.

Capacity

To choose a conference hotel of the right size, consider the number of guests and participants of the event. Simple math: 20 people - you need a room of up to 50 m2, 50 people - at least 100 m2, and then just increase proportionally.

Seating arrangement

There are several options for organizing space.

• Theater. If there are several speakers and many listeners planned, then it is worth allocating a small stage area and filling the rest of the space with chairs for guests.
• Round table. For communication on equal terms in a large company, a table around which all participants can freely sit is suitable.
• T-Shaped Arrangement: Even regular office furniture can be adapted for conferences by placing the speaker at the head of the table, but keep in mind that the more people there are, the less you can see from the furthest seats.

Acoustics

If you are planning long speeches, check if there is any echo, sound interference or extraneous noise in the room. All of these will greatly spoil the event.

Equipment

To hold a conference, special equipment is required:

• Microphones and stands for them;
• Speakers;
• Projector;
• Screen for displaying information;
• Computers.

It is most convenient when the equipment is rented together with all the equipment, then all that remains is to set everything up. If the hall is not equipped, find companies that rent out everything you need.

Transport accessibility

The most convenient option is a hall in the business district of the city with its own parking and a metro station nearby. If many participants from other cities are invited, it would be best to rent a room in the hotel where everyone is accommodated. This way, you won’t have to waste time on the road and there will be no risk of someone getting lost.

How to choose a hotel for guests?

To ensure that conference participants feel comfortable, take the selection of a hotel for them seriously.

Location

The hotel should be as close as possible to the event venue. Make a memo with information on how to get from the hotel to the desired point, what transport to use, how much time it will take and how much it will cost. Take all this into account when organizing business trips .

Nutrition

Even if the event lasts only one day, think about food. Choose options with breakfast included. A buffet is best, as there is something for everyone. Food is especially important during business trips , when employees visit several places at once during the day.

How to choose catering for conferences?

Want to keep your participants and listeners alert and alert? Organize food for them.

Format

There are several options:

• Buffet. Many different simple dishes from appetizers to hot dishes.
• Buffet. Portioned snacks are placed on the tables, with which guests can easily move around the hall.
• Coffee break. Light and quick snacks and hot drinks are expected.
• Cocktail. Waiters serve snacks and drinks to guests in the dining room.

Menu

The menu is formed depending on the format. Use the most simple and understandable international dishes without bright spices and exotic products. It is also worth excluding common allergens - peanuts, honey, etc. They can be served in portioned packages.

Want to make your event a success? Use TravelHub's business travel service . We provide conference services , as well as help you easily find convenient transfers, air tickets, and hotels in any price range.