Finding a hotel in New York that provides accommodation along with conference rooms will require a lot of research. Most hotels have “meeting space” as one of their features. Very few offer a decent room size, audiovisual equipment, flexibility, and services required by a business conference.
Here is how to find the right one without wasting time on spaces that fall short.
Start With the Event’s Requirements and Not from the Hotel Name
Rather than start searching for brand hotels, clarify what requirements your event needs. Hotel name is not necessarily an important factor when it comes to the availability of adequate meeting rooms.
Consider these questions:
- How many people will be attending your event?
- Do you need rooms for breakout sessions in addition to the main conference space?
- Is there a dinner reception after the sessions?
- Do the attendees need rooms in the same building where the event takes place?
Such requirements will reduce the number of venues dramatically. A NYC venue space for meetings that suits a 40-person workshop is quite different from one that suits a 300-person conference with breakout sessions.
Hotel Conference Room Specifics to Look for
Not all conference facilities in hotels have the same quality level. When selecting hotels with large conference rooms, pay attention to the following particularities before signing any contract:
- Size and height – rooms with small size and height cause problems with acoustics and restrict AV arrangements.
- Presence of natural light sources – rooms without windows make participants tired during whole-day events faster than expected.
- Inbuilt AV system – it should include projectors, screens, microphones, and provide a high-speed Internet connection.
- Variety of configurations – a room should be able to change its configuration to theater, classroom, and boardroom style.
- Arrangements regarding catering service – whether it will be provided by the hotel or an additional agreement with another company is required.
NYC venue space which has all of the advantages mentioned, outperforms any other with a more prestigious address, but less well-organized internal conditions.
Location Is the Key to Attendees
An unsuitable location can cost you your participants. If the event involves many out-of-towners, select hotels that are located close to Grand Central or Penn Stations. Midtown will be better for those whose participants live in different areas of NYC. The Financial District is the best place for conferences in finance or legal industries, where most of the participants are likely to have their offices nearby.
Always remember to make sure there are at least two subway stations near the hotel in NYC.
Book Conference Space and Room Block Simultaneously
The best method would be to book conference space and room blocks simultaneously, as opposed to separately. Hotels with large conference rooms usually provide better deals on both packages if you negotiate the whole deal at once.
Inquire about any complimentary upgrades, attrition clauses, and other extras, such as a welcome reception and breakfast, if you take care of both aspects at once.
Why Choose Us?
Our specialists at Best Venues New York find the right NYC venue space for corporate conferences, leadership retreats, and long-running events in Manhattan and beyond at absolutely no charge. We know what hotels are real in their claims and what hotels only look good on paper.
We take care of everything, from venue search through room block negotiation to contract check and vendor coordination. Just tell us your event requirements, and we will provide you with the right venue space immediately.
