Are you thinking about organizing an event at a hotel, restaurant, or other venue in the near future?

Do you want some tips to help make the process a little less stressful?

Whether you’re planning a small business meeting, a family reunion luncheon, or other function, having solid event planning tips in your back pocket is always a good idea.

In this post, you’ll find a few helpful pointers to keep in mind as you organize your event.

Begin planning as soon as possible.

When it comes to planning any event, the sooner you begin planning, the better.

Not only will you have ample time to organize everything, but you’ll have a better chance of selecting a hotel that falls within your budget and needs.

Are you just starting to think about hosting an event?

Now’s the perfect time to check out different hotels online and see what their offerings and amenities include.

Set an attendee number for your event.

Are you throwing a small meeting for 12 people, or an event for 120?

Knowing how many people will attend your event is crucial when it comes to booking space at a hotel.

Your hotel contact can better suggest the right types of room and/or space for your needs.

Also keep in mind, the more people you have, the more space you’ll need, and the more money you can expect to spend for a room rental, food, audiovisual equipment, and the like.

Request an Event information packet.

In addition to renting out meeting space, tables, chairs, and serving food, some hotels offer audiovisual services.

A venue may event offer other event materials such as presentation materials or office supplies.

That being said, it’s worth taking a look at what each hotel offers.

Do keep in mind, services may vary by hotel location and size.

Do your due diligence and ask for information packets for each of the hotel’s you’re considering.

Maintain regular communication with contacts.

Once your event contract has been signed, the very best thing you can do is to stay in touch with your event planning contacts at the hotel.

Your contact will probably stay in close contact with you, but it doesn’t hurt to get, and stay in touch with them on your own.

Do you have a question about the seating capacity for a ballroom? Need to update or change a request for audiovisual services?

Maintaining regular communication with your event planning team is crucial to ensuring a smooth-running event.

How about you? Are you thinking about organizing an event at a hotel? What concerns you the most when it comes to planning? Join the conversation and leave a comment below! 

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