How to find the best hotel for your business meetings and conferences

The MICE market, which stands for Meetings, Incentives, Conferences, and Exhibitions, is growing at a rapid pace, with an increasing number of companies looking to hotel locations to book meeting rooms.

But despite the growth of the market, businesses and event planners do not have an easy task when it comes to finding the right venue for their events. Dealing with different group sizes, transport logistics, and meeting room technical requirements while working on a tight budget is more complicated than you might think.

If you’re new to the industry or have been tasked with finding the right place, there are some tips and tricks you can use to make your job easier in the long run.

1. Determine the event type

Before planning any booking, it is important to determine the exact type of event you have been tasked with organizing, as each has its own distinct requirements:

Meeting: A meeting involves two or more people coming together at a specific location for a specific activity, either on a one-time basis or on a regular basis. In most cases, this requires booking at least one meeting location, as well as accommodation and transportation for attendees if they are traveling from out of town.

Conferences: Similar to a meeting in the sense that a group of people gather in one place, conferences usually involve specific business objectives. For a corporate travel planner, this often means organizing itineraries and meetings for employees in addition to accommodation and transportation.

Incentive: Slightly different from the previous two, incentive travel is usually not specifically related to business trips per se. It is usually given to an employee as a reward for hard work and to encourage motivation. For these trips, event planners are usually tasked with finding suitable transportation and accommodation options for travelers.

Trade show: Trade shows are usually where businesses display their latest products or services and send employees to meet other industry professionals. In addition to transportation and accommodation costs, travel planners may be required to set up exhibition booths or meeting rooms.

2. Choose the ideal location

The next step is to choose a place that suits all the group members involved in the trip. If the goal is to visit a specific exhibition or conference, you need to make sure that all participants can easily travel to the city where it is held.

If you’re holding an internal meeting where remote work teams meet, choosing a venue can be a bit more complicated. A city center may be more affordable than a smaller city, but it also has a large number of options to choose from when it comes to finding a meeting place and hotel within a budget.

3. Negotiate a competitive price

Once the type of trip and location is decided, the real hard work begins: finding the best hotel and resort at a competitive price. Finding suitable options, contacting the relevant venues, and requesting rates and prices for each is a time-consuming task for an already busy events team.

The easiest way to find the best option for your event is to work with experienced event consultants specialized in this type of work. Not only will they have local knowledge of your desired locations, but they’ve also likely built close relationships with hotel staff to negotiate discounts, saving you time and money.

At Hotel Rajshree, we offer a dedicated MICE Desk that provides solutions for all your venue search needs. With our free location search service, we guarantee that there are no costs associated with your inquiry. Simply call or email us and we’ll get back to you as soon as possible.

Let experienced event consultants do it for you

The Hotel Rajshree team knows what it takes to create the perfect meeting, so to make sure everything goes smoothly, don’t be afraid to reach out.

The Hotel Rajshree collection includes a variety of room styles, from modern downtown meeting spaces to country-style venues.

With the best Party hall and Conference hall in Chandigarh, we can offer:

•     Meetings and conferences of any size
•     Active and social team-building events
•     Incentive events and escapes
•     Training events for educational and development programs
•     Private dining for special occasions
•     Exclusive use of places and properties
•     Corporate golf days

Whether you work for a company, agency, or other types of event planner, simply give us a brief description and we’ll do it for you. There is no cost to making an inquiry, all we ask is that if you choose one of the options we suggest, you confirm back to us the requested seat.

Do you have a meeting and event request? Contact us and we will hear from you soon!