10 rules for a good hotel for conferences

Łódź conference hotel

Conference organization or a business trip really isn't the easiest thing to do.

If organizing business events is on your shoulders, you know how many details go into passing this test.

Before you start planning your events step by step, you need to remember the most important thing.

About the venue.

Finding a good hotel for conferences is possible if you know what such a hotel should have.

Learn the 10 rules of a good hotel for a conference or business trip.

Table of Contents:

1) Where to find a good hotel for conferences?

2 A conference hotel should have this!



Good hotels for conferences really do exist

The purpose of the business trip and the nature of the conference are factors that determine the location of the conference.

Is this supposed to be a big business conference?

Select lakeside hotel, out of the way, in the mountains.

Don't let your guests get tired in the city traffic and noise of the city.

The hotel located in a picturesque place will surprise conference participants and allow them to participate in the event in a relaxed and peaceful way.

You are probably wondering why we suggest a hotel for conferences and not a training room in the city?

It's no secret.

A hotel simply can offer you more.

Accommodation, meals, modern meeting rooms, spa.

The hotel has it all, and a conference organized in the hotel becomes a prestigious event thanks to this location.

Learn 10 hotel rules for your conference

We could list far more of them. However, we focused on the basics of a good hotel.

When reviewing resort listings, be sure to keep them in mind.

It is the assurance that together with the hotel you will create a successful conference.

This is the assurance that nothing during the event will surprise you, because a good hotel vouches for it with its head;)

After all, every conference organizer needs that reassurance.

Good hotels for conferences give you that guarantee.


Over the years, the hospitality industry has evolved heavily into business events: conferences, teambuilding events, business trips.

The hotel team are true conference experts.

They know all about meeting rooms and conference facilities.

They will satisfy the requirements of any business customer.

It's time for the most important.

In front of you are 10 rules of a good hotel for a conference or business trip.

1st Place

By the lake, by the sea, in the mountains, in the forest, away from the city.

See how many possibilities there are.

You can really find a good hotel anywhere, all over the country.

The location of the resort really matters a lot.

After all, you don't want your guests wandering around the countryside, or worse, wasting time in giant traffic jams.

Find a conference venue they haven't been to before.

A trip to such a place is quite an adventure.

Selection a luxury hotel in an interesting location increases the prestige of your conference.


2. swimming pool and spa

What could be better than a nice chocolate massage after a stressful conference?

A good hotel for conferences should have a SPA & Wellness Institute and a swimming pool complex.

The opportunity to enjoy the benefits of these places will be appreciated by every hotel guest.

Let's add that staying at the hotel, you can use the swimming pool, sauna or Jacuzzi without limit.

You can purchase a specific package for your conference guests spa treatments.

What's more, SPA voucher You can hand out these invitations to VIP guests or give them away in a conference competition.

What can be included in such a spa package?

We offer an azure bath, Polynesian massage and a session in the steam sauna with aromatherapy.

For the ladies, we offer a banquet refreshing and moisturizing face treatment and paraffin hand and foot treatment.

Have you ever been to a conference combined with relaxation at a spa?

Just think about the participants of the event. Positive feedback guaranteed.

3. special task team

This is a special task team, a real dream team.

They work almost imperceptibly.

They work to organize, troubleshoot, and oversee the event.

Why was this item on our list?

A good hotel for conferences has a dedicated team of professionals for business.

They are the ones you work out the details of the conference with. These are the people you can count on to execute the event.

Who, if not them, knows everything about conferences?

Enjoy the experience and assistance of this team.

A professional conference team will significantly relieve you from the duties of an event host.

4. clubhouse, rope park, grill bar

It is true that we go to a conference hotel to attend a conference.

We agree.

However, what about when your event runs over several days and your guests won't have anything to do after a particular panel is over?

After all, they won't go home. You've invited guests to your hotel, you can easily fill their time during breaks.

What attractions are we talking about?

On the first day, at the end of the conference you can organize a bonfire or a party in the hotel club.

Evening entertainment is useful for everyone after a tiring day. It is a good moment to talk freely, make new acquaintances and contacts.

Take advantage of this time.

Conference room with wifi and air conditioning

A good hotel for conferences has not one, but several meeting rooms.

The rooms are equipped with air conditioning, projector, audio and video equipment.

These are the real basics today.

There is no way to rent a room where the microphones don't work or the chairs are broken.

Why is a conference room so important?

This is the first room your guests will enter. It is the pillar room.

This is where those interested in the conference will stay for the next few hours.

A conference room needs to look and function flawlessly.

There is one more point to ask about when booking an appointment.

Be sure to ask the conference department if there are other special events taking place on your date.

If the conference room is located away from the banquet hall, you can be sure that nothing will disturb your event.

When you choose a good hotel, you can expect these standards of service

The hotel lives its rhythm and at the same time several events take place in the building.

No one disturbs each other, guests do not stand in lines to the toilet.

Such comfort comes at a price, so you have the right to demand it from a good hotel for conferences or business trips.

6 Meals and lodging

This is actually the most important reason why we convince you that the hotel is the perfect place for a conference.

On the hotel map you have all the most important places: rooms, restaurant, parking, meeting rooms.

Logistics after such a facility is really easy.

There is no way to drive between the meeting room and the accommodation.

Upon arrival at the conference, your guests register their participation, at the reception they receive a room key.

At the appointed time, they go to coffee break and lunch break.

They can enjoy the rest of their meals at the hotel's restaurant.

As an organizer, you are merely overseeing the conference.

You don't have to order a catering company and figure out a million details.

When organizing a conference in a hotel, you only set the time of meals and the menu.

Simple, right?

Plus, you won't get lost in the maze of invoices and contracts.

Because you will pay for all services in one place.


7. experience is key

We all buy with our eyes, but don't let the beautiful hotel interiors fool you.

A team with no conference experience will be of no use to us.

You can easily find information about the number of events organized on the hotel's website.

Before booking an appointment, it's also a good idea to look at reviews and ratings from past clients.

Lack of recommendations and any ratings are signals you should pay attention to.

Choose well-known and experienced hotel teams, look for recommended conference hotels.

8. wait staff knows foreign languages

You are the funder of the conference, you have invited a lot of important guests including English speaking guests.

You witness a conversation between a waiter and a conference attendee, there is a rather clumsy conversation, the waiter gets tangled up in explanations.

What's more, the boy doesn't speak English and...the situation quickly becomes tense...this conversation has to end in disaster.

Knowledge of foreign languages is essential nowadays and applies to everyone working in services.

The wait staff should at least know English on a communicative level.

This will guarantee the comfort and freedom of the guests.

The more prestigious the hotel, the higher the requirements for staff.

In 2017, hotels required candidates for the position of waiter to speak at least two foreign languages: English and German.

Such requirements should come as no surprise to anyone.

Poland has become an attractive place for tourists from abroad, but also for international companies which have their branches here.


9. conference room selection

After all, everyone likes to have choices. We have plenty of choice among conference hotels, and we also want to choose from conference rooms.

A good hotel for conferences offers not one, but several conference and training rooms.

As a rule, this choice is related to the number of participants.

Imagine a situation in which you have found a nice hotel, the date for the conference is free, but the conference room accommodates only 70 people.

What then? Another search for a conference venue, setting a new date.

After all, no one has the desire to do so, let alone the time.

A good hotel is all about the possibilities and not just for the meeting room.

You should be able to choose the right room, sound system, coffee break menu, dinner menu, guest attractions.

10. personalized offer

The stores offer personalized jewelry.

Beauty salons offer personalized skin care treatments.

Clothing companies make bespoke creations worthy of the biggest fashion houses.

The world is moving towards personalization and the hospitality industry is no different.

In the heads of the organizers, ideas, creations and imaginings about the event are being created.

If it can be the way you want it, why not take advantage of it?

Yes, you have to admit it, booking a conference room is a bit like booking a wedding hall.

After all, so many details need to be taken care of. Choosing chairs, lighting, decorations.

We create weddings with the desires of the young in mind, conferences are created based on the needs of the attendees.

These are also events that are meant to be memorable, to delight guests.

Since you have experience as an organizer and know what you want your conference to look like, include your comments when talking to the hotel team.

Such a personalized conference offer you will prepare together with your team Magellan Hotel.

The resort has years of experience in organizing conferences, take advantage of their knowledge and experience.

Learn the simple steps in organizing the perfect event.


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