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6 Tips for Picking Hotel Meeting Rooms & Conference Venues

June 15, 2017

How to pick hotel meeting rooms and conference venues

Look for some of these things when seeking out hotel meeting rooms.

Selecting the proper venue for your business needs can take a little bit of effort. From determining the nature of the meeting to deciding on a pre-arranged seating plan, it’s good to know in advance what you require from your hotel meeting rooms.

To make sure you choose the right venue for your needs, consider some of these things before making a decision:


1. Determine the Reason for the Meeting

To make sure the location you select lines up with the nature of your meeting, it’s important to understand what kind of meeting is going to take place. Ask yourself the following questions:

  • Will I need audio-visual equipment?
  • Will the event need to be catered?
  • How many people will be in attendance?


2. Develop a Seating Arrangement

It’s important to have a grasp on how many people will be attending the meeting and what type of seating arrangement is required. For example, seminars don’t typically require tables, just seating; focus groups may require separate table set-ups, and a shareholders’ meeting may require a single table with ample seating.


3. Know which Services are Provided in Hotel Meeting Rooms

No two hotel conference rooms are the same. They can come in different sizes and offer different facilities and services. If your attendees require access to Wi-Fi or telephones, you’ll need to make sure the venue you select can accommodate these needs.


4. Look for a Great Location

One of the best ways to ensure your gathering goes well is to make sure the location is easy to access and centrally located. Not only does this help attendees arrive on time, but it will also ensure they arrive happy and at ease. Plus, minimal travel time will take some pressure off as well.


5. Great Customer Service

Customer service is a big thing to look for when doing corporate event planning. A good event team will take on a lot of the planning burden and make sure things run smoothly during the event. They should also be easy to reach if you have any questions and be willing to dash out to deal with last minute things, if anything arises.


6. Visit the Venue in Person

One of the most important things you can do when choosing hotel meeting rooms for your corporate event is visiting the venue before booking the space. You’ll be able to get a sense of the condition of the space, the professionalism of the event team, and the facilities available to the attendees.


If you’ve gone ahead and booked one of the meetings rooms Kelowna professionals prefer, check out our previous post to ensure you maximize the rental space: 6 Ways to Make the Most of your Training Room Meeting.  


If you’re on the hunt for a meeting room that ticks all the boxes on your wish list, come and speak to the event planning team at Best Western Plus Kelowna Hotel & Suites. We have seven different event spaces, natural lighting in every room, an onsite pub, and the ability to cater events. Book your next meeting today: 1-888-860-1212

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