How to Plan a Successful Meeting at a Luxury Hotel

If one is tasked with planning a conference or corporate meeting it can be an overwhelming responsibility. There’s no need to take on all of the duties involved in meeting planning when one can partner with a luxury hotel for meeting planning. There are some boutique hotels in Albany, NY, for example, which specialize in providing meeting and conference services. Whether one lives in NY or elsewhere, a luxury hotel can provide a unique and memorable venue for any corporate event.

Planning a conference or meeting can be a time-consuming task. There’s seating to arrange, a menu to plan, speakers or demonstrations to organize and so much more. Delegating many of the arduous details to a hotel meeting planner staff not only frees one up to concentrate on other things, it can make the event even more successful. People will be more excited to attend the meeting if it is held in a distinctive venue like a historic hotel building. Perhaps they would prefer a new, upscale meeting space. It’s a good idea to get a feel for the intended audience then shop around for a venue that would be a perfect match.

One of the most important parts of a successful event is the quality of the menu. People feel more at ease when they can enjoy a good meal while conducting business or attending a charity event. Good luxury hotels often have their own restaurants, many of which are well-known in the local area. Some of these restaurants specialize in particular types of food like Italian, French, Japanese, Cajun, Chinese or other cuisine. It’s recommended to have two or three entrée choices if one is going to provide dinner at an event. A hotel meeting planner can help with menu selections and handle special requests for food that is organic, low sodium or low fat.

Next the configuration of the meeting space needs to be worked out. One can discuss this with the hotel, and base the selection of a meeting room on the number of attendees and the type of presentation that will be offered. This is the time to ask about items such as projectors, computers and other audio-visual equipment that the hotel can provide for the meeting. Often these items are included in the room rental fee, but it’s important to ask about them ahead of time.

Once one has selected the right venue for a corporate meeting, there’s the issue of the rental agreement to deal with. It’s important to find out what paperwork needs to be completed to rent the space and if a deposit is required, or if full payment is required upfront. It’s recommended that people read all the fine print before signing any contract to be sure that the renter and hotel’s responsibilities are clearly designated. This step and the previous list of meeting planning guidelines can help anyone work with a hotel to plan the perfect corporate event.

Sharon Crenshaw offers her views about albany luxury hotels as meeting venues based on her many years working with a boutique hotels albany NY.