Hotel event planning is something that makes the hotel industry so exciting. Guests and clients can become loyal customers and have all their occasions at the same hotel.
Hotels are known to be places where we can snooze off when we travel to a different location; however, hotels are also places where we can gather, set meetings, celebrate weddings, and hold conferences.
Hotel event planning demands three things: precision, creativity, and attention to detail. To make yours successful, we have gathered a few tips and tricks for the three most common event types.
Let’s make your event a success!
Three Common Hotel Events
Before planning straight into your choice of hotel, let’s look at the events you can host.
Meetings are the most common gatherings in a hotel. People like to do business travels here – whether business ideas or plans.
Meetings can be short or long, depending on the event’s purpose.
Choose a hotel that can provide projectors and comfy seats. Next, have a clear plan so you can stay on track. Don’t forget to include breaks for discussions and brainstorming, too.
An event that’s quite special and emotional. Hotels are the nicest areas to let people get married.
To plan this hotel event, you need to focus on the couple getting married. They should be the center of attention. Whatever they desire is something you have to fulfill.
Here is what you need to consider:
- The couple’s ideas
- The way the wedding place looks
- The food served to the guests
- The rules to follow inside the hotel
- The customs of respect
- The guests to accommodate
Conferences are even bigger events. It’s not your typical meeting because this one happens for several days. It includes learning and sharing info.
Because it’s a big happening, this means careful planning.
Make sure your hotel has different areas for different purposes. Your audience will be professionals, scholars, or enthusiasts.
If the hotel of your choice is excellent with technology, the better.
Pre-Event Hotel Planning
Before the big day, pre-event planning is a critical phase that determines the success of your event. There are a few steps you need to follow:
Step 1: Figure Out What You Want
Before getting into the details, know what you want to happen for your event. Is it for a business meeting, a wedding, or an informative conference?
Step 2: Consider Your Hotel Event Budget
Let’s not forget how much money you are only allowed to spend. It helps you balance what your vision is with how much you can pay. Don’t overspend, or it might cause problems.
Before entering all the details, you must know what you want to achieve with your event. It’s like having a goal in a game. Here are some things to think about:
Step 3: Choose Your Hotel Event Wisely
Haven’t you planned on a hotel to book with yet? Don’t worry! Aside from looking at how spacious one is for your guests, consider hotel reviews. They can determine how beautiful or disastrous your events may be.
Once you find the perfect place, talk to them about the details. This is where you negotiate the best deals you want your hotel to provide.
Step 4: Picking the Right Hotel Event Staff
Choose the right people you want to work with, especially those with experience.
Don’t be afraid to ask for price quotes. It will help you compare and determine who you can work with. Check their reputation with the people in the past.
Create a contract that states what you need. Include:
- What they will do
- When they do it
- What happens when something goes wrong
Hotel Event Planning
Now, let’s pay attention to making things work. We need to start with creating a schedule of what can happen during the event. Doing this helps you manage your time well and ensures everyone is on the same page.
So here’s what you should do:
Step 1: Lay Out Your Milestones
Whether it be booking vendors, finalizing menus, or getting the list of guests – all these will keep you on track. Focus on the important ones; you can’t afford your major problems to be the ones that cause the disaster.
Step 2: Booking Rooms for Guests
For conferences, you need to choose the right hotel room. Your guests will need to have a place to stay, so you need to get a hotel with a good deal.
Also, add instructions for your guests to book the rooms. Talk to the hotel staff to ensure you have suitable rooms.
Step 3: Promote Your Hotel Events
Once you figure out how many guests you have and what they like, you need to contact them.
You can use the internet, your business website, and even social media. If you’ve got a lot more staff, you can use printed materials like brochures.
Make your event sound exciting and essential. Tell people what’s unique about it and why they should come.
Use the same logos, colors, and pictures that your hotel uses. This helps people recognize your event as part of your hotel.
Step 4: Registration and Ticketing
As soon as you settle your promotions, you must let people come to your event. Let them sign up and buy tickets.
You may want to use user-friendly software that can help your event’s needs. Make the registration easy to understand. Only include the most basic info:
- Contact Details
- Payment Options
Use your registration system to see how many tickets are sold, check trends, and get reports to help you make good decisions.
Step 5: Provide Support
You have to prepare for questions and concerns along the way. Provide your email address or phone number. Keep them updated about the event, changes that can happen, or any important information.
We should always be ready for unexpected things to happen. Hotel event planning should also contain solutions when something goes wrong. We make sure everyone is safe.
Check if your hotel has a safety checklist; you need to have confidence that even the hotel can help you make quick decisions and be flexible to fix issues without causing stress to people attending your event.
Planning your events carefully helps you achieve success. Your success is also the goal of every hotel; you need to choose a hotel that makes guests happy.
To be good in the competitive hotel business, Hotel Chicago West Loop can help you plan your hotel events better.
By following the advice in this article, you can make sure your meetings, weddings, and conferences are filled with memories you and your guests will never forget.