You’re organising a conference and you’re in charge of accommodation. This is certainly one of the most complex tasks in organising a professional event.
Room availability, managing arrivals and departures, changing last-minute bookings, welcoming VIPs, scheduling shuttles and taxis, the special requirements of certain guests… And, of course, balancing the budget. There’s no shortage of difficulties!
Without rigorous organisation and a certain amount of experience in the field, a lot of time can be wasted. Here are a few tips from the pros on how to manage your conference accommodation smoothly and make it a key factor in the success of your conference.
How do you choose the right accommodation for a conference?
Accommodation issues need to be addressed at a very early stage in the organisation of a conference. In large cities like Toulouse, several major events can take place at the same time and saturate hotel capacity. Anticipation is essential.
Hotels: the essential criteria for ensuring the comfort of delegates.
Once the number of delegates expected has been confirmed, the first task is to establish the number of hotels available by cross-referencing a number of data points: hotel category, number of rooms, rates, location, etc. These data points can be used as an initial filter to compare offers. The Tourist Office can provide you with invaluable assistance in this area, and you can check out our online selection. It is a good idea to visit the establishments and to ask to see the rooms and suites to check the quality of the facilities, particularly the bedding (most establishments can offer virtual tours).
A bad night’s sleep before or after a long day at the conference, and the whole customer experience is affected.
The importance of the services and amenities offered by the accommodation
As well as providing a place to rest, the hotel is also a place for delegates to relax and unwind after the intensity of the conference.
To help you narrow down your choice or offer it to delegates who manage their own bookings, provide a list of all the advantages offered by the various hotel complexes:
- guarded parking
- high-speed Wi-Fi
- catering service
- gym
- swimming pool
- terrace and gardens
- spa
- close to the city centre or shops
- public transport links.
Conference accommodation: the details that make all the difference
Once again, to make the customer experience positive, and even exceptional, you need to show extra special attention.
Leave a welcome gift with the conference kit (map, badge, conference guide, exhibitors’ catalogue, etc.) or have a personalised welcome note in the delegate’s language placed in their room.
Pay special attention to people with disabilities, so that they have easy access to their accommodation.
Tools to make it easier to plan accommodation at a trade event
There are many accommodation booking sites that allow you to compare prices and book rooms online, plus travel agencies that can help organisers find accommodation options to suit delegates’ needs.
Our teams are in close contact with the Agence d’Attractivité de Toulouse Métropole, the Club Hôtelier Toulouse Métropole and Haute-Garonne Tourisme, and can provide you with whatever information you need plus any additional details.
By using these tools and resources, organisers can simplify the management of conference accommodation.
Catering and gastronomy at a conference: more than just a food necessity
Closely linked to the question of accommodation is that of catering at a conference. Here again, the customer experience comes first!
A time for socialising and networking
Catering at a conference can often be summed up as a quick break between two plenary sessions. All the more reason to make these few minutes of respite a pleasant and tasty occasion.
Multiply the number of catering points and options to avoid long waits at lunchtime.
Focus on the quality of the products, and offer a wide range of products adapted to the new preferences and requirements of the public: “locavores” (who eat foodstuffs grown locally), vegetarians, vegans, healthy food, allergy sufferers, etc.
Catering, a physical expression of the care given to delegates
We are a land of gourmets, and guests from France and abroad expect to eat well – it’s part of the overall conference experience.
Most conference centres and convention centres use quality local caterers.
Use these resources to make all those ‘off’ moments, from coffee breaks to snacks and gala meals, enjoyable and beneficial for everyone. Ask to see the menus, suggest a particular theme, check the different catering options available, to make them match your event.
A place for creativity, experimentation and getting your message across
It makes sense, at conferences and everywhere else.
The restaurant industry is a wonderful place to express yourself and share your experiences. It is a way of expressing the values underlying the event and adding real value to it.
Creativity, solidarity, CSR commitment, an inclusive approach, tolerance, equality… All these messages can be conveyed through a sensory experience, the sharing of world cuisine, an approach to managing uneaten food etc.
Comfortable accommodation, tasty food – these are the essential elements of a conference working session.
Need help to refine your efforts? The MEETT teams are here to help you every step of the way.
