Hotels
can meet a wide scale of events, from the smallest to the very large,
depending on the hotel. There are many reasons for choosing a hotel,
especially if it is part of a respected chain. A hotel often has all
the support services that an event may require; catering,
parking, business center, basic audio/visual,
experienced, professional staff, recreation/entertainment, dedicated
airport transportation,
and accommodation.
If the event being booked will require accommodation for attendees,
room blocks can usually be reserved at a discounted rate, making the
event more attractive to the target audience. If food and beverages
are booked through the hotel, the room-rental is often included in the
price. Additionally, the items that will need to be rented at almost
all other venues (i.e., tables, chairs, podiums, basic audio/visual,
linens, table and glass ware, carpeting, cleaning, labor, etc.,) are
typically included in the cost of the room rental or meal. It is sometimes
possible to negotiate lower charges on meeting and conference room bookings
if large numbers of guests are expected to stay in the hotel. But, if
room bookings are lower than expected, the contract may specify higher
meeting room rentals.
For mid-sized to larger events, choose name-brand hotels
with good reputations. The classier the hotel, the more desirable it
is (up to a certain price point). The expense of booking meeting rooms
at nicer hotels is not that much more costly than the facilities of
shabbier hotels. When using a chain hotel, it is a good idea to check
if there are two in the same city; if so, be very clear on all event
materials right from the beginning as to which hotel
the event is being held at.
For a smaller event, especially one in which mood or uniqueness is
a factor, boutique hotels can offer the perfect location. They may feature
small, elegantly appointed private dining/meeting rooms or have entertainment
suites. A media launch in the Rock Star suite of a chic hotel will probably
get a better press turnout than if it is held in the company’s
boardroom.
Another advantage of staging an event at a hotel is that the staff
are often available to assist with loading/unloading, décor,
and set up. While there may be no charge for this, tips will be expected,
which can be tricky, as there are no receipts given out for tracking
tip disbursements (a gratuity surcharge will be added to any food &
beverage service).
| Ottawa Conventions.com
Event Planning 101
Chapter 2: Location
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