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How to Choose the Best Hotel for Your Event

Every planner knows that choosing the ideal hotel for a meeting or event isn’t as simple as merely booking a block of rooms. There are a million details to consider and if you’re only doing it once or twice a year, it couldn’t hurt to get a refresher on the process, as well as a few expert tips from someone who could tell you the difference between a Holiday Inn and a Hilton while blindfolded. Maria Hutera, CMP, long-time Meeting and Event Specialist at 3M and highly respected industry pro offers insights and know-how that will prove invaluable, even to the most experienced planner

Q. How does a planner begin the whole process of choosing a hotel?

A. It really depends on how far along you are in your planning. If you’re right at the beginning, you first need to establish your event goals and objectives, your group size, room set up and budget. This will help you quantify the number of sleeping rooms and meeting rooms you’ll need. The more you can communicate to the hotel up front, the easier it will be to determine early on if the hotel you’re considering is a good fit. Once you’ve determined the details, you can include them in your site selection RFP, which should enable you to narrow down your choices. Initially, you want to choose at least three hotels in your geographic location. This affords you the ability to negotiate with the hotels, leveraging amenities and discounts between them, and also parley a favorable agreement if you’re booking both your meeting and sleeping rooms in one location.

Q. What factors should a planner consider when determining how much meeting space will be needed? Is there something that’s often overlooked?

A. Obviously group size is the most relevant factor in hotel site selection, but there are other considerations as well. Seating, for example, is very important. Will your event require classroom seating or theater seating? If classroom and your attendees are seated at tables, how big are the tables? Will they comfortably seat two, three or four? If only two, is there enough space in the room to accommodate all the tables you’ll need? What about your AV needs? Will any attendees have difficulty seeing a presentation at the front of the room? What about breakout rooms? How many will you need? What size are they? Will they accommodate your group? It’s detailed questions like these that can sometimes be overlooked, and as a result, have a negative impact on the event.

Q. What other factors should be considered when assessing a hotel’s meeting space?

A. First, make sure the hotel meets your space requirements. Then, be aware of possible renovations; obstructed viewpoints in different areas of the room; other meeting groups booked in rooms nearby that could affect noise level or traffic flow; windows and window treatments in case you need the room darkened or you desire more natural light. Most importantly, make sure the room meets your standards and the standards of the client or company you represent.

Q. What’s the difference between full service and limited service hotels? When is one preferable over another?

A. Full service hotels usually offer more in terms of amenities, such as on-site dining, spa, valet service and Wifi. Limited Service hotels have plenty to offer, but might be limited in room types, onsite amenities like restaurants or laundry facilities. Preference depends on how much service a planner wants and how much they’re willing to pay for it. Limited service hotels can usually offer more competitive rates.

Q. What are some amenities you’ve found you truly appreciate or never want to be without?

A. Wifi in guest rooms and meeting spaces. Discounts on AV pricing. Separate office space for my team from which we can headquarter and manage logistics of the event. On-site catering or restaurants. And house phones nearby so that we can always reach staff when they’re needed.

Q. Should a planner always try to negotiate pricing with hotels?

A. You should know what you’re looking for based on the multiple bids I mentioned earlier. This enables you to compare and leverage for negotiating power.

Q. Should a planner always schedule a site inspection?

A. It’s important in helping decide the best hotel for your needs, so unless logistics prevents it, you should always schedule a site inspection for your hotel site selection.

Q. Is there anything else?

A. Always think about the event through the eyes of your attendees. Walk through the rooms and hotel the way they would, from start to finish. The lobby, the hallways, the meeting rooms, etc. What will they see? Should something change? Make sure these things are negotiable with your hotel before you commit to booking.

Maria Hutera, CMP, Meeting and Event Specialist | 3M | maria.hutera@gmail.com

A Minnesota native, Maria Hutera, CMP, has over 13+ years of event experience in the Twin Cities area. She is currently the Meeting and Event Specialist, for 3M. She is an active member in the Minnesota chapter for both Meeting Professionals International (MPI) and International Special Events Society (ISES). In 2011, she was awarded the Minnesota Meeting + Events’ Hall of Fame “Up and Coming Meeting Planner” award.