Dedicated hotel meetings and event teams play a crucial role in ensuring the success of your gatherings. From initial planning to final execution, they meticulously manage every detail. Acting as an extension of your team, they coordinate seamlessly across hotel departments to help you achieve your event objectives.
Here are some expert tips for collaborating effectively with Dedicated Meetings Teams to deliver outstanding meetings and events…
1. Prioritise Clear Communication
The foundation of a successful event is clear and transparent communication with the hotel’s dedicated meetings team. Regular communication ensures all details are executed according to plan.
Agree to regular check-ins and share specific information, including meeting objectives, budget, attendee preferences, and other relevant details. Stacy Seaborn, Director of Sales and Marketing at the InterContinental San Antonio Riverwalk, advises that no detail is too small and that sharing the budget upfront helps the hotel create an event that meets goals, satisfies attendee needs, and optimises costs.
2. Leverage Venue Expertise
On-site event teams possess in-depth knowledge of their hotel’s unique features, allowing them to recommend the best use of both traditional and unconventional spaces, such as gardens and other underutilised areas. Their expertise is invaluable in optimising space and ensuring seamless event flow.
Be open to their suggestions on layouts, technical setups, and logistics. Melody Elrod, Meeting Director at the Crowne Plaza Ventura Beach, recommends table placements based on foot traffic patterns, elevator and escalator locations, and attendee flow—information only a knowledgeable insider can offer.
3. Maximise Your Location’s Impact
The venue you choose significantly impacts the attendee experience. Whether hosting a corporate retreat, incentive program, or team-building event, selecting a destination and hotel near unique local attractions can enhance the occasion.
Creating an engaging and immersive environment is essential to a memorable event. At the Kimpton Armory Hotel in Bozeman, Montana, the team can craft itineraries for groups to experience the rustic charm of the Wild West through guided hikes, fly-fishing excursions, riverside barbecues, and visits to Yellowstone National Park. Participating in local activities can help attendees engage with the local culture and strengthen connections with each other.
4. Plan Early for Flexibility and Budget Optimisation
A key advantage of partnering with a hotel’s dedicated meetings team is securing a preferred meeting space and ensuring access to customisation options. For large conferences, starting the planning at least one year ahead is ideal, while a minimum of 45 days is recommended for smaller meetings.
Planning and booking early allows for reserving a preferred meeting space and could help secure more favourable room rates. Flexibility with timing can also assist with budgeting. For example, the hotel team may recommend shifting dates to a shoulder season for broader choices and lower rates.
5. Utilise Your Hotel’s Network
Dedicated meetings teams are experts in their communities and maintain relationships with trusted local partners, such as theaters, restaurants, and tour guides. These networks can offer clients access to exclusive opportunities or personalised experiences.
Rely on your hotel’s team for their recommendations. For example, the dedicated meetings team at the InterContinental Hotel Chicago secured reservations at one of the city’s 26 Michelin-starred restaurants and tickets to a sold-out show, adding a special touch to a highly impactful new business gala.
Effective collaboration with a hotel’s dedicated meetings team is vital to delivering successful events. Clear communication, leveraging their expertise, and early planning help ensure a well-executed meeting or event that achieves its objectives.
Contact IHG when planning your next meeting or event. With 20 hotel brands and over 6,000 global destinations, we have the perfect fit for any gathering.
Email: ihgmeetingincentive@ihg.com