Planning a conference can put an event planner under a lot of stress. If the conference is hosted by a company the conference will be a reflection of the company as well as yourself. While it is a mammoth task, there is a way to get the most of the conference planned by simply making use of a conference hotel.
Accommodation for traveling delegates
Finding accommodation for international delegates or staff attending from far away can be a nightmare. Using a conference hotel will make sure that you have all out of town attendees in one area. This will also ensure that you don’t get many separate bills to consolidate at the end of the conference. Delegates will also be close to the conference venue at all times.
Most conference hotels are willing to offer a discounted rate based on the amount of people expected to attend. Often you will be required to book a floor of rooms, but be warned: this means that even if delegates cancel and the room is empty, you will still get billed for all rooms booked.
Less traveling for delegates
Using a conference hotel will cause you to avoid a situation where the only accommodation available is far away from the conference venue. If the delegates make use of the conference hotel’s accommodation, this will lead to less traveling to and from the conference venue.
Having delegates book into the hotel will also cause you to spend less on traveling expenses. Companies spend a lot of money on hiring cars and shuttle services to bus attendees back and forth.
As the event planner you may find that one of the items most attendees complain about is the food. Making sure that delegates are well fed throughout the conference can be a tough and expensive exercise.
You have to be prepared for people from all different walks of life attending the conference. This means that some of the delegates will have strict dietary requirements based on religious or personal beliefs. You also have to consider people with food allergies.
Many caterers have a set menu and serve their food in buffet style. Because of this many caterers may not be able to cater for someone who follows a vegan or kosher diet. What’s more is that some catering companies may charge you extra if they have to prepare additional meals for people who have dietary requirements or food allergies.
Most conference hotels have world class kitchens and serve world class food. They are also more prepared to host people from all over the world. Some of these hotels host big events such as oil conferences and receive guests from Saudi Arabia and other eastern countries. It is of the utmost importance to make sure that their strict halaal dietary requirements are catered for by the hotel.