Booking Accommodation

It may seem a simple task, but there are a few things you need to consider when looking for and/or booking accommodation.

The room types and descriptions vary in many hotels, so ensure you are aware what a 'Twin Share' means at a particular Hotel.

Indicate CEO's / Managing Directors or anyone that is important in the company to ensure they are given priority check in and the best rooms possible.

When requesting accommodation ensure the following are listed -
Surname
First name 
Room Type
if sharing and with whom
date of arrival
date of departure
full charge back to company or delegates paying incidentals?
Here is a form to help you when organising accommodation. If people are sharing a room - check they are the same gender otherwise it could be very embarrassing. Make the Hotel aware of any special requests e.g. Very Tall person, Person in Wheelchair etc

Budget Calculator

This is one of the key components when organising a conference or event. Your budget will facilitate the type of venue, accommodation and catering you can afford.

To assist you with this we have created a Budget Calculator - This will help you with your budget tracking while organising your Conference. Click here for the Excel spreadsheet. 

Timeline Checklist

Complete a letter to all delegates covering the following information -

• Dates of the Conference
• Agenda for Conference
• Transport (dates, times, mode of transport (if buses travel time), transfers.)
• Accommodation (Hotel name, Address, contact phone number, Room Type, Length of stay, if sharing then who with)
• any special clothing or equipment requirements (Teambuilding etc)
• Catering (which meals the conference is covering and confirming you know they are a vegetarian/gluten free)
• Incidentals (eg Room and meals covered, Mini Bar own expense)
• Dress Code (casual, professional, Black Tie for function).