Top 6 Factors to Choose a Hotel for a Conference

When deciding for a venue to host your next business meeting, employee get together or conference, there is more to consider than just the budget. Wondering why? This is important because the people attending the conference should feel the comfort and convenience to concentrate and excel.

Hotel for a Conference

The best way to choose the most appropriate hotel for a conference is to personally visit the hotel and evaluate them as per your needs. If you are confused as on what parameters should you judge the hotel for the conference, here they are listed for your ease:


I.            Suitability: You must assess all the options to see which one suits the best to corporate image of your company. Keep in mind that it is very important that the venue impression is aligned with the agenda of the meeting. This is not all, the venue should appeal to the target audience from an appearance standpoint and the venue’s staff should be pleasant and sensible enough to add to the attendees’ experience in a positive way. It is suggested to pick the 5 star hotels in Mumbai as they feature well-appointed and equipped conference halls.

II.            Location: The location of the hotel in Mumbai must be easily accessible to the attendees, especially if the attendees are local and are driving in from different corners of the city. In case the attendees are coming from outstation, ensure that you check on its proximity to all mode of transport -road/rail/air links.

III.            Size: The last thing you wish to do for your audience is to provide them a hall or venue that cannot fully accommodate all of them. So make sure that the venue has the appropriate seating capacity and is large enough for easy ventilation during the event. Go through the layout options of the venue, to allow for good views of the speaker without any obstructions.

IV.            Amenities & Services: If you are choosing the hotel for accommodation as well, check if they offer accommodation. Have a close look at the variety of rooms, smaller rooms for break away meetings, rooms should be well-ventilated and temperature controlled. Check whether the venue offers support equipments or not like a projector, electronic whiteboard, stationery, wi-fi, photocopy, fax, printout etc. The other thing that needs to be considered is the refreshments; tea/coffee/snacks form an important aspect of attendee’s experience, look into the options available for vegetarians, vegans and for those with specific dietary requirements. Last but certainly not the least, the hotel must offer ample parking spaces.

V.            Availability: The venues of the best hotels in Mumbai are generally booked in advance. So you might want to plan to approach and book the venue much in advance of your event. Check if the venue available on the dates required. In case the venue is not available check if you are ready to accommodate or shift your meeting date as per the availability of the venue.

VI.            Budget: From a business standpoint, this is one of the crucial deciding factors for or against the venue. Make sure you check the pricing or take detailed quotes in the main event and the peripherals. Then see if the venue falls within budget for this meeting. The 5 star hotels in Mumbai generally have much scope in pricing, so check if they offer any discounts, mode of payment
Lastly, ask the opinion of other companies that have held meetings and conferences there to find out what their experience was like. This will help you make a better and informed decision.

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