What are the Essential Attributes of Hotel Conference Rooms

Most businesses and corporate organisations prefer to hold their business meetings or conferences in hotel conference rooms rather than in their own premises even if they have enough space to seat all the delegates, which is usually very rare. Besides the fact that doing so will not disturb the internal operations of the organisation, they can take advantage of the fact that a quality hotel has the experience and the resources to be able to provide all the essentials that are necessary to make the business conference a success. Business meetings and conferences are essential tools of business operations that are used to improve business or to familiarise prospective clients, suppliers or associates with the advantages of its products. Conferences are also held to familiarise dealers and all those connected with the company regarding introduction of new products and other strategies regarding marketing of their products. The essential attributes that hotel conference rooms provide are:

Spacious Conference Rooms: The basic requirement for holding a conference is a spacious conference room that has enough space for the number of delegates that will be attending the conference. The room should also have comfortable seating arrangement for all the delegates along with all necessary equipments such as overhead projectors, screens, flip charts, paper, pens etc. Hotel conference rooms usually have all these facilities as they are professionally managed and the hotel authorities know exactly what is needed and have enough experience in providing all such necessities. Moreover, since most hotels have a restaurant in their premises, they can provide snacks and beverages during the breaks and lunches and dinners as well. The conference rooms are usually arranged in such a way that they are free of distractions.

Most hotels have conference rooms of different sizes so that the right size of the room can be selected by a customer depending on the number of delegates. Access to broadband internet using Wi-Fi is also provided.

Other Attributes Provided by Hotels: Moreover, since these hotels also have a well-equipped Business Centre, the business guests can use facilities such as computers, wireless broadband internet access, photocopying machine, fax facilities, and secretarial services in order to do a part of their business activities. The hotels providing hotel conference rooms also have trained staff members who can be of great help in planning and ensuring that the conference is a success and proceeds without any hassles.

Conference rooms in hotels are fully equipped with the latest audio-visual equipment and gadgets such as digital projectors, overhead projectors, 35 mm slide projectors, whiteboards, flip charts and markers, LCD projectors, DVD players, lecterns, cable modems, microphones, stage lights, modem lines, laser discs, VCRs, hi-tech computer controlled audio-visual systems and equipments such as integrated PowerPoint and video-conferencing software and other items that may be necessary to ensure a successful conference.

Advantage of Other Facilities at the Hotel: The other advantage of using conference rooms in hotels is that the pleasure facilities at the hotel can be used by the delegates and guests at the conference such as the gym and swimming pool where they can unwind after a tiring day of conference activities. They can also use the bar to have a drink after the day’s proceedings. Moreover, most hotels also provide transport facilities for bringing the attendees from the airport or from the railway station and dropping back after the conference. An added advantage of holding a conference at a hotel is that in case the conference spills over to a second day, delegates desirous of staying at the hotel for the night can get an accommodation, subject to availability.

Package Deals: Many hotels also offer a package deal which includes trained manpower that can take on the responsibility of arranging and managing all aspects of holding a conference such as catering services, finding the appropriate conference rooms, acquiring the right equipment, arranging for transport of the delegates and in some cases arranging for their overnight stay if the conference is expected to last for more than a day. Such a package will mean lesser headaches for the management of the business organisation that is holding the conference.
 
Location: Most hotels that have proper hotel conference rooms are located in and around the areas of the city that are close to business offices and other important places of the city. The delegates, who have been invited to the conference, can easily reach the conference venue without any difficulty if it is located in a well-known area.

Transportation: Hotels offering conference rooms usually provide quality transportation services so that the delegates attending the conference are picked up and dropped to the airport, railway station or wherever they wish to go. This facility enables the attendees to travel in style and not worry about how to get to the conference venue.

Impeccable Staff Service: The hotel conference facilities also include properly trained hotel staff members who are always available to answer all questions and make all arrangements that may be needed.

Quality of Dining: The conference hotel also provides the type of dining facilities that the business needs such as buffets, private dining room, or a la carte dining.
Environment: Hotels offering conference facilities have the right environment for a successful conference so that the delegates do not get distracted by unnecessary noise or other disturbances.

The business organising a conference in a hotel room will be able to project the right impression to delegates if the hotel has a convenient location, a high rating and a reputation of good service. The success of a conference also depends on how satisfied the delegates are and whether they get a positive experience.