When you are planning a workshop or a seminar, the first thing to narrow down in the site selection process is the area. This will mainly depend on where the attendees are. If you are hosting a local workshop, it is easy. You will want to stay in the town your customers are in, or close to it. If you are in a major metropolitan area and you want to draw from different areas of the city, you may want to do a series of workshops and advertise in the local community papers.
There are a variety of facilities to consider when you are planning a meeting. Each has their own strengths and purpose. Many beginning event planners immediately think of hotels, but there are also lots of other venues to consider. Today, we will discuss the pros and cons of hosting your workshop or seminar at a hotel.
The nice thing about hotels is that there are so many of them. You can find them in just about every town. If your town is too small for a hotel, I am sure there is one in the next town over.
Many of the hotels are geared towards the business and leisure traveler and have limited meeting space. Even with limited meeting space, they may work if you are hosting a small workshop. For small workshops you do not need a lot of space and if it is short, like an hour or an hour and a half, you do not have to provide anything other that water. I think all hotels can provide that service. However, you may have to provide your own audiovisual equipment. If that is a problem, you may want to stick with a hotel that is geared towards the meeting and catering clientele.
Many hotels, especially the larger ones cater to business meetings and groups as a large source of their revenue. You can find them in all different sizes and in the metropolitan and suburban areas, as well as near the airports. These hotels have a variety of large and small meeting spaces, an audiovisual department and of course food to keep your and your attendees’ energy up.
At hotels you have to order everything separately, from the meeting rooms, to the flip charts, to the food and the audiovisual, everything is itemized and charged with a service fee. This can be an advantage if you don’t need much at your workshop, but as soon as you grow a little, it adds up to a lot of details and a lot of charges. The alternative to this is a conference center, which we will discuss in the next blog post.