Certain events – such as conferences, product launches and training seminars – may require that the coordinator of the function finds accommodation for the guests or delegates that are travelling from out of town to be there. But, this task alone can prove to be an enormous challenge, particularly when you, as the event planner, are not familiar with the destination or the accommodation facility(ies) with which you are dealing.
Simplify the final selection process by breaking it into four criteria; and then assess each hotel, lodge or guesthouse according to each criterion. These criteria are:
1. LOCATION
- Proximity to the venue of the conference, seminar or launch.
- Proximity to various restaurants and malls.
- Safety of the accommodation’s situation.
- Proximity to transport providers (train stations, bus terminals, taxis, and so on).
- Accessibility to and from the airport, if necessary.
- Convenient access to an entertainment venue, if appropriate.
2. SERVICES
- Front-of-house staff and provisions, as well as an information desk.
- Ability of the staff members at the accommodation provider to speak the relevant language(s).
- Porter staff (particularly for older or physically disabled guests and delegates).
- Shuttle services to and from the airport.
- Translation services.
- Room service and the hours that it is available.
- Chauffeur / driver services.
3. FACILITY MIX
- In-room facilities and amenities (en-suite bathrooms, televisions, air-conditioning, wireless Internet, soaps and shampoos, and so on).
- Business centre (including Internet connectivity, computers, plug points, fax machine, and so on, depending on your requirements).
- Meeting and / or conference rooms.
- Safe on-site parking for guests that bring their own vehicles.
- 24-hour security and / or surveillance systems.
- Exhibition space, if necessary.
- A gym or fitness area and a swimming pool / sauna.
4. PRICE
- Different pricing structures for different profiles of guests, even within one facility or event. Some guests may bring a spouse, while others may want a small, cost-effective room.
- The cost of the accommodation is competitive and proportional to the quality of the rooms, the area in which the accommodation is situated and the services and amenities available.
Of course, every event is different. Therefore, use these four criteria as a guide, but be as flexible as your event allows.
Photo Credit: Eyes on Africa
