Before committing to a meeting space, it is important that you are aware of a few details so you don’t run into any trouble through the event planning process. Here are some important topics you should keep in mind when dealing with a property.
Spend some time communicating and getting a feel for the hotels responsiveness. You want to be sure you aren’t dealing with a property that will require you to chase them down in order to get something back. Speak with a few departments and make sure they value you. The last thing you want is someone telling you they are busy. No one should undervalue your event no matter how big or small it is.
If possible, do a site inspection of the property. The pictures you see online could be from a while ago. Make sure you see firsthand how well kept—or not, a property truly is. Get a feel for the atmosphere because it will certainly have an influence on your event.
If you are unable to have a site visit, make sure to do your research and read the reviews about a property. Try services like Yelp and Trip Advisor. There are people out there willing to share their positive and negative experiences with the world. Go find out how your venue rates among the rest.
Account for All Costs
You don’t want to provide your company or client with one cost estimate and then have the hotel contact turn around to say that a meeting space will cost more. If you have yet to decide which meeting space will host the event, hold back on providing any figures until the venue has confirmed the correct pricing including tax and service charge for the selected space.