Tips to Make Your Guests Comfortable at Your Hotel Conference Event

19 July 2016
 Categories: , Blog


If you own a small business and are in the process of setting up an event to showcase your products and services, then a hotel conference room can be the perfect place for the event. This is especially true if you are inviting guests from out of town. The best events take guest comfort into consideration, so follow the tips below to make sure the conference space has comfort in mind.

Choose the Right Size of Space

Small businesses often have small budgets, but this does not mean that you should skimp on the space in the conference room you decide to rent. Packing a small space with people can create a great deal of heat and make guests feel uncomfortable. Also, if individuals are meeting for the first time, then you will need to take personal space into account. In general, individuals who are meeting for the first time or who are speaking casually with one another like to keep about 5 to 10 feet between them. When sitting, a few feet between guests is appropriate.

To help guests retain their personal space, you will need to think about the type of seating you want. Classroom style-seating is simple and easy to arrange; chairs are set in rows facing forward. With this type of seating, every individual should have about 20 to 22 square feet of space, as long as your event will have fewer than 300 attendees. For example, if about 50 people are going to attend your event, then opt for a space with at least 1,100 square feet of space. Also, think about adding on a few hundred extra square feet to make room for display tables and presentation areas. 

Make Sure to Include Amenities

A successful event will be able to retain the interest of all guests for the duration of the event. This means that you will need to provide guests with all of the necessities they need during the entirety of the event. If possible, choose a hotel conference room with bathrooms that are just outside the doors of the space. Add charging stations, telephones, fax machines, printers, and other types of technology that may be needed. Extension cords and laptops are a good idea as well. 

You also should offer drinks for guests during the event, so make sure a refreshment table is set up in the conference room. Several pitchers of water as well as a few light snacks should be included. Crackers, muffins, cheese slices, danishes, and other finger foods are a good idea for the refreshment table. This will help to keep guests from becoming distracted or uncomfortable due to their hunger or thirst. 

For more information, contact hotels you are thinking about booking, such as Clarion Hotel - Seattle International Airport