How to organize good medical conferences in a hotel?

hotel conference

Scientific, medical, corporate, business. Cross section of conferences, which can be organized, is really quite a lot.

Every event is different, needs a different setting, a different amount of work.

Medical conferences are specific events.

They touch on difficult, scientific topics, and their audiences are medical authorities, professors, doctors, and people from the world of science.

This is a demanding client. And since the requirements are high, all the elements that build our event must form a perfect whole.

In this article, we will focus on choosing a venue for medical conferences.

How to choose them? What to look for?

Is it really worth it to hold medical conferences in a hotel?

And only there?

Table of Contents:

1. medical conferences at the hotel

2 Step by step organization

3. high-end guests 

4 Medical Support


Medical conferences in a hotel are prestigious events

Medical congresses, symposia, conferences, medical meetings, lectures.

They belong to a huge group of scientific events. There are really quite a lot of them organized in Poland.

Their name indicates that they will be challenging, demanding events.

And which ones aren't, right?

Since our customer has requirements and wants the highest level of service.

We offer him to organize a medical conference at the hotel.

Because only there (in our opinion) you will organize a business event at the highest level.

The business customer is the main consumer of hotel products today. That is why hotels really try their best when preparing business packages.

Any business event can now be held in a hotel. Companies have discovered this possibility and are willing to organize corporate conferences at the hotel just.

Which hotel to choose?

To host a medical conference in a hotel, you need to choose a facility that is prepared to provide conference services.

These are to be professionally equipped meeting rooms. And such unfortunately is lacking in Polish hotels.

Good organization is the key to conference success

Medical conferences have long been out of the medical establishment. In theory, it's their natural habitat.

However, a hospital or clinic is not a conference room; you may have trouble finding a suitable space.

Conducting such an event in the heart of such an organism as a hospital places specific rules on the organizers.

In such a place not everything can be afforded, the event must continue in harmony with the rhythm of the hospital corridors.

By organizing a medical conference in the hotel, we can be sure that the room where our event will be held will be prepared waiting for our guests.

Already at the preparation stage you must ask yourself: what goal do you want to achieve?

If you will be presenting innovative research findings at a conference. Do it in an appropriate setting in front of medical celebrities and the media.

A good medical conference at a hotel is a chance to promote medical achievements.

If the event gathers a large audience, it has a chance to be repeated. Cyclicality of the event is a solid foundation for creating a really cool event.


High-end guests

As the name of the conference suggests, we can expect representatives from the world of medicine and science.

The room will be filled with people with no small accomplishments in medicine.

These are specialists who have come to the conference because they want to present the community with up-to-date information, recommendations, diagnosis of diseases in the field. Difficult topics, serious research, scientific language and medical authorities.

Such a conference guest needs to be taken special care of.


Our advice?

When organizing a medical conference in the hotel, you can be sure that your guests will be taken care of by qualified hotel staff.

Equipped with the right guidance, she will take care of every guest ( especially the mega important guests).

This is the person who will help the guests at the registration desk, show them where to go for the coffee break.

Who knows the hotel better than not the people who work there?

Such a hotel staff person is a tremendous support to the senior conference attendee.

Each member of the hotel team has a task for which they are responsible. There is no room for error here.

Becomes a mentor and guide to the conference guest during the conference.



Yes security is the key. And after all, the safest place to be is in a safe 🙂 .

Why am I mentioning this? Medical conferences, as a rule, are organized to convey important medical information to the world, to show the world a new medical device, to boast an innovative cure for the diseases of mankind. All these, let's call them medical precious props, cannot be damaged, so it is advisable to put them in a safe place until their presentation.

That is, in a safe. Do we need a bigger place?

We could even use a whole room. You got it!

They have them in abundance at the hotel after all 😉



Medical conferences in a hotel usually last several days. This is no problem for us after all.

We are at the hotel, finishing the first day of the conference, from the Conference Room we move to a comfortable hotel room.

We don't have to get in the car exhausted and travel home at night.

The organizer of the event has taken care of the accommodation for the conference participants, here on site at the hotel.

After a night in a comfortable room, it's time for breakfast, also here on site.

There is still some time left before the conference begins?

Use it to walk around the complex. Hotel Magellan is a lakeside hotel located in the Sulejowski Landscape Park.

Such areas just want to discover and explore.

Our hotel medical conference thus becomes an attractive business trip.

A place for more private conversations

This is where serious business conversations get started.

New ideas are born, new initiatives are created. Medical conferences at the hotel will be no different.

The hotel staff will prepare a suitable place for such discussions and meetings.

In close proximity to tables with food, sweets and coffee and tea.

It's a place from which it will be easy to find your way back to the conference room.

Would creating such a place be possible in a hospital? As a rule, speakers land in the director's office or the doctor's room.

These places do not have the right space and atmosphere for such conversations.

Our event must not interfere with the hospital, it is a living organism that works 24 hours a day.

Some talks require appropriate intimacy; the hospital director's office will not allow speakers and guests the freedom to converse.


Medical support

Behind every major conference event are sponsors, large companies, institutions, etc.

Medical conferences should also have such facilities, in the form of medical institutions, foundations or pharmaceutical companies.

The so-called conference partners will take care of post-conference materials and conference gadgets.

You have to apply for their support or patronage even months before the event.

Perhaps among these inquiries, we can find a co-organizer for our conference?

It's worth thinking about.

Is your drug company hosting this conference? Be sure to provide gift packs for conference guests.

In addition to flyers advertising your products, include samples and mini products from your company.

It's extra free advertising.

Journalists and photojournalists

Our conference is unique. It is an event during which we will reveal very important information. We want not only the medical community to know about it.

We want to share this knowledge with everyone.

Such information will reach everyone only thanks to them.... Media.

So don't delay in sending out invitations to journalists. Invite local reporters as well as national media.

Their participation in the conference, as well as their proper treatment ( yes, yes) are guaranteed articles about our event.


A well-planned medical conference means real benefits for its organizer. To participate in medical conferences, it is sometimes difficult to convince professors with titles, doctors with considerable achievements.

How to do it?

You just need to create an attractive offer for such an event.

A medical conference in a hotel is a ready-made package that includes participation in the event, but also a stay in the hotel and the possibility to enjoy all its attractions.

Use our tips, organize your conference step by step.

Planning for this event is a challenge, but with an idea and a cohesive and ready-to-go hotel staff by your side, you'll be able to rest easy.

Looking for such a venue for your medical event?

Be sure to take a look at Magellan HotelYou can organize medical conferences there, as well as corporate conferences.



Our response to the COVID-19 pandemic

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