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SpinDistribute.com Article Directory

The following article was published in our article directory on December 10, 2013.
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Site Selection: Tips in Choosing a Hotel for Corporate Activities

Article Category: Business

Author Name: Heather Pilcher, CSEP

When your office will hold a corporate activity , site selection is one of the important things to consider. One of the best places to hold such an affair is a hotel. It is necessary to select the right hotel so that the participants would obtain a lot from the event. It should have many spaces for sessions and meetings and one large function hall for the plenary. If you have the right venue, this would help ensure a successful event.

The first thing you should do is know the number of guests that would be attending. When you send out an invitation, ask guests to confirm at a certain time. Call the participants one by one to ask if they shall attend your corporate event or not.

If there will be conference exhibits, determine the space needed to accommodate them. Know the number of organizations or vendors that would like to put up a stall. If there are no exhibitors, you will not need extra space for them. If you do have exhibitors, the hotel you pick should have one or more conference rooms allowing easy access to all the exhibit booths. Ask the hotel if they can offer wireless hookups and power for the exhibitors.

Inquire from the hotel the size of their conference rooms available on the scheduled date. Your event may require rooms for breakout sessions aside from the main conference room. Ensure that each room has power for audio-visual equipments for the necessary presentations.

You also need to discuss with the hotel management about menu planning and food catering for the meals and snacks to be served. The hotel you pick should prepare a varied menu that would manage the various dietary requirements of the participants.

Negotiate with the hotel personnel for a discounted rate in all of the services they offer. See if they can give a discount on the rooms in the hotel or if they can give a free room for the organizers. Check if they can also let the participants use the hotel amenities and facilities for free such as the gym or the pool. There are hotels that give free tickets to their spa or in-house casino. Ask if they can give free flowing coffee during the event. They may even offer free entertainment such as the hotel band if you have a Socials Night.

Compare all the quotes you asked from the different hotels you called and then check their ratings. If you are offered a low price by a hotel of low quality, you may not enjoy the services at all. It would be better to pay a little bit more to get good service.

Once you choose the hotel that fits your needs, sign a contract and place a deposit, Make sure though that you make reservations early so that you are ensured of a venue for your event. You would not want to conduct it in a hotel that has a poor standard just because all the good hotels are fully booked.

These are the site selection tips to remember when looking for the perfect hotel for your event.

Keywords: Destination Management, Meeting Planning, Event Design, Event Planner, Decorator, Entertainment, Audio Visual, Transportation

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