The A-Z Guide to Your First Hotel Meeting Success ???

Booking a hotel meeting for the first time can seem daunting, but by following these A-Z steps, you can ensure a smooth and successful event:

A. Assess Your Needs ??: Define the purpose, size, and requirements of your meeting. Consider the number of attendees, the style of the meeting (e.g., conference, workshop), required technology, and any special accommodations needed.

B. Budget Planning ??: Determine your budget for the meeting, including space rental, catering, AV equipment, and any additional services.

C. Choose Your Dates ???: Select potential dates for your meeting. Have a few options in case your first choice isn’t available.

D. Destination Research ??: Look for hotels in the desired location. Consider proximity to airports, public transportation, and other amenities.

E. Evaluate Hotels ??: Research hotels that meet your criteria. Look at their meeting room facilities, services offered, and guest reviews.

F. Facility Inspection ??: If possible, visit the hotels on your shortlist to inspect their meeting facilities and discuss your needs with their event staff.

G. Get Proposals ??: Request detailed proposals from each hotel. This should include costs, services offered, room configurations, and cancellation policies.

H. Hold Your Dates ?: Once you have a preferred hotel, ask them to hold your dates tentatively while you finalize details.

I. Inquire About Packages ??: Some hotels offer meeting packages that bundle services at a discounted rate. Ask about these options.

J. Join Loyalty Programs ??: If you plan to host meetings regularly, consider joining the hotel’s loyalty program for potential perks and discounts.

K. Know the Contract ??: Carefully review the contract provided by the hotel. Ensure you understand all terms and conditions, including payment schedules and cancellation policies.

L. Layout Planning ???: Decide on the layout for your meeting space. Consider different setups like theater, classroom, U-shape, or boardroom styles.

M. Menu Selection ???: If catering is required, work with the hotel to select a menu that fits your budget and meets dietary requirements.

N. Negotiate Terms ??: Don’t hesitate to negotiate terms, prices, or packages with the hotel. Be clear about what is negotiable and what is fixed.

O. Organize Equipment ??: Ensure all necessary AV equipment is included in your package or rental. This may include projectors, screens, microphones, and Wi-Fi access.

P. Plan the Program ??: Develop a detailed agenda or program for your meeting, including breaks, meals, and any guest speakers or presentations.

Q. Query About Extras ?: Ask about additional services like business centers, parking, shuttle services, and any associated costs.

R. Review Room Options ??: If guests are traveling, review the room options for accommodations, and negotiate group rates if applicable.

S. Sign Contract ??: Once you’re satisfied with all aspects of the proposal, sign the contract to officially book your meeting space.

T. Time Management ??: Develop a timeline for finalizing details like attendee lists, menu selections, and equipment needs.

U. Understand Cancellation Policy ??: Be clear about the cancellation policy, including deadlines and any fees.

V. Verify Details ??: Periodically check in with the hotel to confirm that all details are in order and as agreed.

W. Welcome Packets ??: Consider preparing welcome packets for attendees, including agendas, local information, and any relevant materials.

X. eXamine Feedback ??: After the event, gather feedback from attendees to assess what worked well and what could be improved.

Y. Yield Management ??: Keep track of spending to ensure you stay within budget.

Z. Zero in on Follow-Up ??: After the meeting, follow up with the hotel to discuss any final details, including payments and feedback.

By methodically working through these steps, you can ensure that every aspect of your hotel meeting is well-planned, leading to a successful and productive event.

About the Author:

Paul Woodley, the maestro of meeting spaces by day and an unofficial cheer dad by night. Tangled in event planning? Skip the squad routine and give Paul a shout! For a high-flying event without the flips, let's chat!