9 rules of complex hotel conference organization

The organizational success of business events consists of many elements.

The person in charge of this endeavor must orchestrate many activities and plan everything well.

If you are facing just such a business challenge, be sure to check out our quick guide.

You will find 9 principles of comprehensive organization of conferences in the hotel.

We guarantee that with this task list you will not forget anything anymore and most importantly you will take care of the most important points.

1. the three basic stages of conference delivery

2. 9 rules of complex hotel conference organization


Comprehensive organization of the conference in the hotel. Where to start?

Experienced organizer starts with planning and counting.

You need to provide conference participants with an appropriate hotel, advertising materials, catering or even accommodation.

The elements just mentioned appear in the three stages of conference delivery.

Preparing a plan for the implementation of these three stages is precisely the secret of a comprehensive hotel conference organization.

It's about planning, profitability, and finally conference execution.

Organizers get your writing materials and calculator ready.

Time for a brief examination of conscience ­čśë



This is the first step and altogether the most important.

At this point you have to ask yourself, why are you actually holding conferences?

What is the purpose of this event?

Are you organizing conferences and training for employees?

Do you want to introduce new products to the world?

Think about how you want your event to look, what will attendees get out of it?

How will this event affect the company's employees?

Ask yourself, can the company afford to host the event you are planning?

Whatever your organizational goal, make sure your event educates and integrates participants.

Your employees want to learn new skills during training, and they want to socialize to achieve business goals together.


Profitability of the event

The world revolves around money, that's no secret.

Even the biggest conference in a luxury hotel won't be counted as a successful event if it doesn't bring profits to the company.

Let's go back to the first point for a moment, what is the purpose of your event?

Your conference is designed to meet specific business objectives.

It's also supposed to make money for itself, not ruin the company financially.

Therefore, after defining your goals, prepare a budget for a comprehensive hotel conference organization.

How much money do you want to invest in your event?

Which items you want to spend the most on and why.

Make a cost estimate for the event. How much will it cost to rent a meeting room?

Consider which elements of the conference organization are essential: the presenter, the caterer, the performance by well-known bands.

Do you really need all of these things? Will these elements translate into a return on investment?


Implementation of the schedule

With defined business goals, prepared budget,

With a developed action plan you can confidently proceed to the implementation of a comprehensive organization of the conference at the hotel.

Remember to prepare a work schedule with detailed completion times and the person assigned to the task.

At this stage, the skills and experience of the organizer, who will efficiently direct the work of the team, are very important.

Do you have such a leader on your team?

9 rules of complex hotel conference organization

Yes, we learned the 3 steps you need to start organizing any event, but it doesn't stop there.

No, no, no it's not over.

Complex conference organization is undoubtedly not an easy task.

You eventually have to put so many pieces together.

In this part of the article we will focus on the most important (in our opinion) steps when organizing a conference.


The implementation of each of them is the assurance that when preparing a business event, you have not forgotten anything.

We suggest you write down these 9 points and hang them in an important place.

A brief summary of these principles just before the start of the conference is a very useful point.

Remember, these nine rules for a comprehensive hotel conference

These are just a selection from an extensive list of organizational steps.

The number of rules depends on the size, topic, and location of the conference.

However, we can assure you that the principles we mentioned are truly universal and come up in almost every conference.

We start reviewing the 9 principles of comprehensive conference organization.


1. conference theme

This is a basic question. What will our conference be about?

And, of course, for whom?

For employees, colleagues, partners.

What will you be talking about?

Brag about the company's successes, new products?

That's right, so that the audience is not bored to death and does not leave in the middle, you need to ensure an interesting topic for the conference.

Put yourself in the shoes of the recipient, what will attending this conference do for me?

What knowledge will I gain?

In the early stages of organizing, think about how your event will fit into the market needs?

Prepare a list of interesting, business topics, select the target audience for the event.

This is the most important point of complex conference organization in the hotel.

An interesting topic will draw a crowd with potential customers for your business.


2 Deadline

The timing of the event must be tailored to the target audience of your event.

Consider whether it's better to hold conferences on weekends or during the week?

Evaluate with your team which date will work better for you.

If you are planning a multi-day conference, you will need to provide accommodations for your guests.

It may be more difficult to book a hotel meeting room on the weekend.

However, you may want to hold this event during the week


3. guest list

The number of conference attendees is a detail without which you will not book a conference room.

When selecting a date, the hotel will ask for the date and the number of guests planned.

So without this element, there is no movement.

When preparing your guest list, think about who you want to see at your event?

Partners, clients of the firm, associates.

Long before sending out the invitations, work out a detailed guest list so that no one is left out.

In business, this prioritization of guests is extremely important.

Uninvited to an event, a company may forever cancel your services.

Leaving out important people will simply do a disservice to the company's image.

And yet, our conference is just about to benefit the company's image and sales.

With your guest list ready, turn your invitations into invitations.

To the most important people, send invitations by traditional mail.

Electronic invitations in the form of emails will suffice for your company's employees.

Include a request for confirmation of attendance in each invitation.

4. advertising and office supplies

Gadgets, conference program, list of speakers or the previously mentioned invitations.

If your budget allows it and you decide to order and purchase all of these things then great.

Conference attendees love free goodies, colorful flyers, and professional promotional materials.

It is an element that always attracts attention and has a positive impact on the overall perception of the event.

If your company is going to brag about new products at the conference, why not put mini versions of them in press packs?

Oh yes believe me a bag full of freebies will make every conference attendee happy.

In your conference implementation schedule, write down deadlines for ordering gadgets, picking up materials from the print shop.

You will need promotional prints before the conference, mainly for advertising purposes.

Therefore, review the offers of printers and companies with gadgets at the very beginning of the conference implementation.


5. conference venue

Finally, we have reached the second most important point.

We already have the guest list and the date it's time to choose the right venue.

And finding such a place is not easy.

Start your search for a hotel with a meeting room by looking at business centers that specialize in business events.

Such an ideal place for conferences will be a hotel, located in an attractive tourist location.

Away from the city and traffic jams, but with easy and fast access.

Such centers include. Hotel Magellan and the MOLO Center.

These business hotels are located in the heart of Sulej├│w Landscape Park.

Picturesque surroundings, luxurious interiors, will add prestige to your event.

We assure guests, they will not refuse to attend the conference in luxury SPA& Wellness hotel.

However, when booking a conference venue, be sure to have professionally equipped meeting rooms.

It seems like such a clich├ę, but believe it or not, there are still halls without working audio equipment.

This is unacceptable. So for your conference, look for a comfortable, spacious one,

well lit conference room in a hotel in an attractive tourist location.

But hurry, such places are very popular, appointments for business events here sell out in a flash.


6. conference presenters

This is a moving item on our list of comprehensive hotel conference organization.

The leader may or may not be.

Well, yes.

If you have among your employees a person who is perfect for the role of a leader, you don't need to hire a real entertainer.

Remember that the cost of hiring such a person can be even several thousand zlotys.

It all depends on the person's experience and recognition.

But why did this item appear in our list?

The conference leader is a bit of a ringleader, introducing humorous elements and presenting interesting content,

entertains the audience, announces breaks.

If such a character fits the theme of your conference, think about a presenter, not necessarily a star with a Hollywood paycheck.


7 Catering

Catering. Yes... next to the free goodie bags, this is the second most important item on your list of comprehensive hotel conference arrangements.

I'm joking, of course.

However, you have to admit, the food at a conference has to be first class.

Appetizers, cookies, coffee break, main courses, alcohol.

You can entrust the preparation of catering to a friendly company or you can use the experience of the hotel restaurant.

A conference organized in a hotel is a great convenience for the organizer.


The staff will take care of preparing and serving the dishes.

Contact and any miscommunication with the kitchen, the hotel staff take it upon themselves.

The effect should be one, delicious dishes should delight guests and most importantly be delivered on time



8. overnight stay

You need to take care of this aspect if your conference will last for several days.

Guests, who come from the other end of Poland, will not spend the night driving home.

After the conference panel, your guests will have dinner and spend the night in comfortable hotel beds.

A conference with an overnight stay is almost a standard today.

Several days business events in the hotel are always combined with accommodation and additional attractions.

Accommodation in a hotel is not cheapest, in the case of luxury resorts, the price per night exceeds even 300 zł / person.

However, remember that as a conference organizer you can count on a special discount just for the accommodation.

It all depends on the number of conference participants staying at the hotel and the duration of the conference.

All details will be determined when you book your meeting room.

Business hotels have special departments dedicated only to business events.

It is with these specialists that you will prepare the best conference offer for your company


9. post-conference attractions

A man does not live by the conference alone.

Hours spent in a conference room can make anyone tired.

What about relaxation and fun for conference attendees?

Have you wondered what else might attract conference attendees?

Your event will be an interesting business event, at a luxury hotel on the lake.

That's quite a few, how about additional activities for attendees?

Spa treatments, pool party, hotel nightclub?

Yes, you can indeed provide such attractions to your guests.

An offer with additional attractions will be prepared for you by the conference team of the hotel where your conference is to be held.

Maybe you decide to have a conference combined with an evening of integration?

Bonfire, team integration in A rope park?

There are really a lot of ideas for an unusual and interesting conference.

Of course, you will now ask, how much will it all cost you?

Spa treatments They are not the cheapest.

After all, you don't have to provide head-to-toe treatments right away.

For a relaxing massage after the conference, everyone is probably tempted?

But let's go back to the price of such a package. The participants of your conference and hotel guests can take advantage of a discount on selected treatments.

Of course, any discounts should be agreed in advance with the hotel staff (when booking the conference room).


This is just a conference offering, until you want to hit the invite list.

Such business events really take place in Polish hotels.

Business tourism is one of the best growing industries today.

Today's conferences are small tourist and business trips with a full package of attractions, to the most beautiful places in Poland.

If you're looking for a business hotel that provides all these extra perks, take a look at offer of the Magellan Hotel.


Our response to the COVID-19 pandemic

Have a safe holiday at the Magellan Hotel! See details