Lifestyle West Blog

Need to Book a Conference Room? Here’s What to Expect

September 19, 2017

Booking a Conference Room

When booking local meeting rooms, it’s good to know what you can expect beforehand. 

Organizing and arranging a meeting or conference at meeting rooms in Kelowna can come with its own set of challenges. You may have specific dietary restrictions to consider, the need for special audio-visual equipment, or even access to Wi-Fi and a conference line for inviting international guests to join in. Before randomly choosing a room and hoping for the best, it’s important to do a little research to make sure the event space you choose is exactly what you expected it to be.


Here are some of the things you should spend the extra time researching before booking Kelowna event venues.


1. How many guests can the meeting space in Kelowna accommodate?

Ensuring the space you booked can actually accommodate the number of people expected to attend your event is crucial. In fact, you may even want to book a space that’s larger than your needs. The added space can provide a little extra legroom and a quiet corner for some break-time chats.


2. What’s included in the room rental?

The room rental should come with the basics free-of-charge: water, pens, and paper. Not only does this save you the trouble of having to pack it in yourself, it’s an added bonus that can ensure your meeting runs smoothly.

At Best Western Plus Kelowna Hotel & Suites, the meetings and events team will not only provide the basics, but also work with you to ensure every item you require for your meeting is provided in advance.


3. Is catering available?

If your meeting or conference is expected to go all day (or over several days), it’s a great idea to organize catering through the event venue. Ask the meeting and events coordinator for a menu, including pricing, for catering. This will give you an idea of exactly what your catering costs will be and what you can expect to enjoy during the lunch or dinner service.


4. What audio-visual equipment is available, and what are the rental charges?

If your meeting includes a visual presentation, ask about the available equipment. Even though you may have the equipment ready at the office, you may want to consider renting the equipment from the hotel instead. The events team can make sure it’s set up and installed correctly prior to your guests’ arrival. This can limit set-up time and prevent technical difficulties from delaying or interrupting the meeting.

Speak to the events team at the Best Western Plus Kelowna Hotel & Suites for a listing of available equipment and rates.


5. Is parking included with the room rental?

In cities, especially the bigger ones, parking at a hotel event space may cost extra. Before inviting your guests, be sure to check with the event staff to make sure parking is included in the room rental.

At the Best Western Plus Kelowna Hotel & Suites, on-site parking is complimentary and secure.


6. Does the event space come highly recommended?

Before booking a meeting space in Kelowna, do a little research for reviews. A recommendation, even from someone you’ve never met, can help ensure you’ve chosen the right venue for your event.  

If you’re looking at renting meeting rooms in Kelowna, consider the Best Western Plus Kelowna Hotel & Suites. We can make sure your event runs exactly the way you want it. But don’t take our word for it, read what our previous clients have said about us for yourself:


“The BW was a great place to hold the meeting, the staff were all super friendly and helpful and the accommodations were per-fect!! A big thank you to you and all your staff. I am sure we will be using your venue for future meetings!!"”


"I just wanted to take a moment to personally thank you for all your help pulling together our event yesterday. You have been truly a pleasure to work with – professional, prompt, positive and always willing to make everything just right. Venues are important but, really, it is the people that make or break an event. And you were instrumental in making ours a success. Your staff was exceptional. It seemed like whatever we needed they were there to make it happen. I know everyone was extremely impressed particularly with the meeting space and the rooftop terrace."


Now that you’ve picked a conference space venue, read our previous post to discover: 5 Ways to Wow Attendees with Business Meeting Venues.


If you’re looking for a conference space venue that can accommodate up to 250 people, provide endless catering options and access to state-of-the-art audio-visual equipment, consider the Best Western Plus Hotel & Suites for your next meeting. Call our team today: 1-888-991-5705

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