The hotel's conference offer. What should it include? We check it!

You are browsing through a plethora of hotel conference listings.

You send questions, compare offers, look for the best place for your conference.

Very often you automatically send the same questions about conference organization to many centers.

You get a file with all the data. But is that answer enough for you?

There are rigid data, prices, descriptions, charts.

Is this what you think a conference offer tailored to your needs looks like?

In this article, we will reveal to you what exactly to ask when booking meeting rooms in a hotel.

You will learn important details that you have never asked before.

Specific questions + Professional service = Comprehensive and successful conference organization.

Table of Contents:

1. reservation of a conference room at the hotel 

2. what to ask the hotel staff?

Number of participants and deadline

4 Catering

5. additional attractions


You're booking conference rooms at a hotel. What to ask?

Are you under the impression that all conference offerings for hotels are identical?

You are committed to a personalized approach to your customers.

You want to book a meeting room at a hotel, you want to have "your" man on site.

The kind of caregiver with whom you will arrange all the details and together as a dream team you will create an event tailored to the needs of the client.

It's possible, you just need to know what questions to include in your request for proposal.

Personalized offer, individual orders, special realizations.

It's not the whims of stars and celebrities. Personalization has reached the hotel industry.

Today's business events are events carried out on a grand scale.

These are events that delight with refined details and perfect organization. Such conferences are not forgotten.

Contact. Communications.

These are keywords when booking a meeting room at a hotel.


hotel offer


The higher the standard of the hotel the... more you can count on.

Star hotels and luxury resorts have a human resources department dedicated to business.

This team is where your conference man is located.

Contact with such a person is mandatory and extremely valuable.

The person dedicated to your conference will not only answer your question honestly, but will also take care of the event.

Your mentor is a business industry expert, marketer and special task man.

Such a person will not only supervise the conference, but also suggest what amenities to choose, reveal what are the current trends in the industry.

He will work with you to create a personalized event.


Important questions and important answers

What to ask the hotel about booking a conference room?

Here's the question.

Rest assured, from this article you will learn what questions to ask to really know everything about conference organization.

The conference offer of hotels is constantly changing (it's good that resorts introduce novelties) you do not need to know about everything.

It's always worth asking, and you'll read about these most important questions in a moment.

hotel conference offer



Inquire about the number of participants and date of the event

We start with the most important point.

This is, of course, the number of guests and the date.

You don't need to know the final number of conference attendees months before the event.

However, you need to know (at least indicatively) how many participants you can expect.

The number of participants largely generates the cost of rent conference room at the hotel.

You may find that you don't need a room for a thousand people, but a training room for 150 people will suffice.

That's a significant difference, right?

In addition, the number of participants is a specific information for the hotel, how many chairs should be prepared, how many waiters should serve the event, etc.

If your event is planned over several days, inquire about accommodations for guests.

This is a really important issue.


And finally, the second most important element - the date of the event.

If you have a date selected, things look a little simpler.

In the inquiries you send to hotels, you ask for a specific date and select the offer with that available date.

Then a problem arises because the most attractive offer will not always be available on your deadline.

Fortunately, hotels don't just have one conference room, there are usually several.

So there is a chance that you will organize your conference on a previously selected date and in a hotel that offered the most favorable conditions.

The timing and number of participants are essential elements for pricing.


Conference food

Lunch, snacks, coffee, tea, drinks, wine.

It all needs to be on the conference menu.

In your conference request, you must specify what meals and assortment you expect from the hotel.

What should be on the buffet table, what types of teas and cookies should waiters serve during the coffee break?

If your conference attendees include vegetarians, ask for menu suggestions for vegetarians.

Ask what exactly is included in the hotel's conference offerings.

Will catering need to be paid for separately?

Will you receive one quote for all items?

If you want your meals to be taken care of by your reliable caterer, ask the hotel staff if this is even possible.

If so, be sure to provide the hotel with rooms for the company, access to bathrooms, etc.

hotel conference room

Ask about the conference room equipment

In your request for a conference quote, you should include the question of space arrangements.

If you are concerned about having decorations and company promotional material in the room, determine with the staff where you want these things to go.

There is still the issue of chair placement in the room.

There are several options available, it all depends on the nature of the event.

As a reminder, the most popular settings are movie theater, banquet, communal table or horseshoe.

At this point, also ask about lighting: artificial or natural. Ask what equipment the hotel has at its disposal.

Finally, issues of available electronic equipment.


Write down how many projectors, laptops, overhead projectors or flipcharts you need.

Be sure to note that you will need internet access, preferably wifi access.

If there are no photos of the rooms on the hotel's website, ask for such photos to be sent along with a technical description.

Ask not only for pictures of the training room, but also for pictures of the rooms, the restaurant or the hotel neighborhood.

After all, you want to know exactly the place that will take care of your guests.


Attractions additionally paid

Your conference attendees are supposed to feel comfortable at the hotel.

You certainly want to avoid your guests arguing with hotel staff about payment for spa treatments.

Therefore, ask the hotel's marketing department to prepare a special offer e.g. SPA Institute for your guests.

Attractive price will certainly tempt many people to visit the SPA.

In your inquiry to the hotel, ask for information about which hotel attractions, guests can use for free, and for which they have to pay extra.

In luxury hotels, it is standard that hotel guests can use the pool, sauna or Jacuzzi for free.

If your guests can use such facilities for free, let them know with a brief note in the conference program.

Also include information about local attractions in the program.

If the hotel is located in an interesting place: by the sea, by the lake, in a beautiful forest, it is worth taking advantage of it during walks.

Such additional elements will raise the standard of your event.

It will no longer be just business meetingbut it will turn into an attractive business trip.


conference hotel magellan



Event signage

Flyers, banners, balloons are all advertising materials that you want to place in your hotel.

There are also special signs informing guests where the conference room, toilets or restaurant are located.

Make sure in your conversation with the hotel staff that you can place all these materials at important points in the hotel.

I am referring to the reception.

Especially when it comes to places like the front desk, make sure that your company's flyers don't interfere with room service.

If you are looking for a venue for your business events, send to Magellan Hotel request for quote conference organization.

The marketing department will prepare a personalized conference offer for you.

hotel conference offer





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