How to organise an event in a hotel?
If you have considered holding events in your hotel, take into account these keys, tips and useful information to succeed. PHosting events at your hotel can be a great source of revenue and visibility, but it is essential to have a strategy behind it to ensure success.
If you're thinking of holding events at your hotel, consider this: keys, tips and useful information to help you succeed.
Planning events at your hotel can not only be a source of significant revenue, but also a way to stand out in the marketplace and attract new customers. From weddings to corporate events, the success of these occasions depends on a well-defined strategy and flawless execution. Here's how to make it happen.
What is the budget you have available for an event?
Having a clear budget is the first step to organising any successful event. Define how much you are willing to invest in staff, technology, catering, decoration and other essential services. This will allow you to manage resources properly and maintain financial control.
Practical advice: Draw up a detailed cost breakdown for each element of the event and leave a margin for contingencies. Use digital tools or management systems (such as a PMS) to keep track of all expenses.
What kind of event can I hold at my hotel?
Your hotel can be the ideal setting for multiple types of events, as long as you tailor the facilities and services to the organisers' needs. Here are some common options:
Types of events:
- Conferences and Seminars: Ideal for hotels with large, technologically equipped rooms.
- Weddings and Celebrations: A classic option that requires attention to detail in decoration and catering.
- Corporate Events: Such as business meetings or product launches.
- Gastronomic Events: Wine and food pairing dinners, showcooking or culinary fairs.
- Theme parties: Perfect for appealing to a diverse audience.
Key to success: Promote the flexibility of your spaces and the customisation of services to attract different types of events.
How do I get companies to look at my hotel for events?
To attract the attention of businesses, you need to highlight your competitive advantages. These may include location, facilities, available technology or your track record of successful events.
- It offers customised packages for companies.
- Showcase success stories with testimonials from corporate clients.
- Make sure you have a specialised events team.
Key action: Participate in industry trade fairs and use digital marketing to reach potential business customers.
Remember to expand staffing during events
The success of an event depends to a large extent on a well-trained and sufficient staff to meet all needs. Assess the specific demands of each event and adjust staffing as necessary.
Practical example: Hire specialised temporary staff, such as waiters or sound technicians, to avoid overloading your regular team.
Guide to organising a quality corporate event
Organising a successful corporate event requires meticulous planning and precise execution. Below, we expand on the essential steps and provide you with practical information for each.
1. Define objectives of the event
It is essential to know the purpose of the event before starting. Objectives guide all strategic and operational decisions.
- Key questions: Is it a product launch, an annual meeting, a training seminar?
- Useful tip: Document the objectives and share them with your team to ensure that everyone is aligned.
Practical example: If the aim is to motivate staff, include team dynamics and motivational speakers in the programme.
2. Selecting the right space
The space should be functional and aesthetically in line with the type of event. Evaluate aspects such as capacity, accessibility and availability of technology.
- Factors to consider:
- Capacity of the room according to the number of attendees.
- Hotel location and transport options.
- Parking available.
- Recommendation: Opt for modular rooms that can be adapted to different configurations (auditorium, banquet, etc.).
Case study: An event with parallel workshops may need several small rooms in addition to a main auditorium.
3. Offer quality catering options
Food is a crucial part of any event. Well-planned catering enhances the perception of the event and meets the expectations of the attendees.
- Keys to success:
- It offers personalised menus for special diets.
- Includes healthy and vegetarian options.
- Ensure that service times are on time.
- Additional suggestion: Consider incorporating a unique dining experience, such as live cooking stations.
4. Managing Technology and Audiovisual
Technology is essential for corporate events. Provide modern tools and make sure equipment runs smoothly.
- Essential:
- High quality projectors and screens.
- Wireless microphones and clear sound systems.
- Fast and secure internet connection.
- Technical advice: Test all equipment before the event and have a technician available during the event.
Innovation: Integrate interactive solutions such as live polls or question sessions via mobile apps.
5. Coordinate with trusted suppliers
Working with reliable partners ensures quality and timeliness in all aspects of the event.
- Types of providers:
- Decorators to set the room according to the theme.
- Audiovisual companies for advanced technology.
- Photography and video services to capture key moments.
- Useful tip: Draw up detailed contracts specifying responsibilities, timing and costs.
6. Communicate and coordinate with assistants
Communication is key to keeping attendees informed and engaged before, during and after the event.
- Recommended tools:
- Sending personalised invitations by e-mail.
- Creation of event-specific websites or apps.
- Use of automatic reminders to confirm attendance.
- Tip: It includes facility maps and a detailed schedule to facilitate logistics.
7. Evaluate the success of the event
Measuring the impact and satisfaction of attendees will help you improve future events.
- How to do it:
- Distribute satisfaction surveys immediately after the event.
- Analyse metrics such as attendance, participation and return on investment (ROI).
- Organise evaluation meetings with your team to identify areas for improvement.
Council: Use analysis software to process feedback and generate detailed reports.
What are the benefits of hosting events at your hotel?
Hosting events at your hotel can transform the perception of your business and establish it as a point of reference for both corporate and private clients. It's not just an additional revenue stream, but a strategic opportunity to stand out in the competitive hotel industry. Let's take a closer look at the key benefits and how you can maximise their impact:
1. Exponential increase in brand visibility
A well-executed event is not only a memorable occasion for attendees, but also an organic marketing tool for your hotel.
- Multiplier effect: Attendees share their experiences on social media, extending the reach of your hotel.
- Attract new audiences: From businesses to individuals, events broaden your potential customer base.
- Media presence: High profile corporate or social events can attract the attention of local or specialised media.
Key strategy: Create opportunities for attendees to tag your hotel in their digital posts using unique hashtags or engaging photo areas.
2. Generating additional revenue on multiple fronts
Beyond venue rental, events generate ancillary revenues in key services:
- Accommodation: Attendees, especially at corporate events or weddings, often book rooms at the hotel.
- Catering: Offering personalised menus or exclusive gastronomic experiences increases the average ticket for the event.
- Additional services: Photography, decoration and technological support are additional sources of income.
Practical advice: Design event packages that combine multiple services, such as venues, catering and accommodation, to maximise profitability.
3. Customer loyalty and retention
A successful event leaves a lasting impression on organisers and attendees, which fosters long-term relationships.
- Recurring customers: Companies that hold successful events at your hotel may return year after year.
- Word-of-mouth promotion: Satisfied attendees will recommend your hotel to colleagues and friends.
Additional tip: Create loyalty programmes for companies or individuals who frequently organise events, offering them discounts or exclusive benefits.
4. Market diversification and expansion
Events allow your hotel to attract market segments that may not have considered your space in the first place.
- Corporate segments: Companies that need rooms for meetings, presentations or congresses.
- Individuals: Weddings, family celebrations or theme parties.
- Specialised markets: From gastronomic events to fairs and exhibitions.
Strategy: Be sure to tailor your facilities and services to meet the specific needs of each segment.
5. Building strategic alliances
Events position you as a reliable partner for other companies, strengthening your network and generating new business opportunities.
- B2B collaborations: Partnerships with event organisers, travel agencies and specialised service providers.
- Cross-marketing: Working with other companies allows you to share clients and increase mutual exposure.
Example: Offer discounts to companies that book several events a year or work exclusively with you.
Find out how our PMS empowers your event organisation.
An advanced hotel management system, such as LEAN Hotel Systemcan be the ally you need to optimise every detail of your hotel's events. Here we show you how it can help you:
1. Integrated room management
Configure and adapt the rooms in the sales module, ensuring that each space is set up to meet expectations.
2. Centralised revenue control
Integrates event charges directly into attendee bookings, whether individual or group, facilitating invoicing and tracking.
3. Accurate and personalised invoicing
Generate detailed and professional invoices reflecting all services rendered, from catering to equipment rental.
4. Real-time monitoring
Monitor bookings, payments and space availability in real time, maintaining full control of the event from a single module.
Key benefit: With LEAN Hotel SystemBy using your event organiser's website, you will not only save time, but also improve your customers' experience, which will help you convert event organisers into recurring partners.
