Author: Nate

The Utah Valley Convention Center (UVCC) is a premier event space designed to host a wide range of gatherings, from trade shows and conferences to conventions and galas. But a successful event goes beyond just the venue.

Partnering with exhibitors, sponsors, and vendors is an essential ingredient to take your event to the next level. This collaboration offers a win-win situation for both the event organizer and the participating businesses.

In this article, we will delve into the numerous benefits of having exhibitors, sponsors, and vendors at your event. We will also explore strategies to ensure these partners get the most out of their investment, fostering a successful and mutually beneficial experience.

Benefits for Event Organizers

There are numerous advantages to incorporating exhibitors, sponsors, and vendors into your event at the UVCC. Before we get into the benefits, let us talk about some quick differences between these types of event attendees:

These terms all refer to participants at events, but they have distinct roles:

Exhibitors:

• Rent booth space at a trade show or conference.
• Focus on directly interacting with attendees to showcase products, services, or generate leads.
• Usually have representatives present to answer questions, demonstrate products, and collect contact information.
• May or may not pay a sponsorship fee in addition to the booth rental.

Sponsors:

• Provide financial or in-kind support to the event organizer.
• Gain brand exposure through logo placement, mentions in marketing materials, or speaking opportunities.
• The level of sponsorship determines the benefits, like premium booth location, access to attendee lists, or inclusion in event signage.
• Not all sponsors have a physical presence at the event.

Vendors:

• Sell products or services directly to attendees, often at a designated area within the event.
• This term is broader and can encompass exhibitors selling products, but may also include food vendors or service providers with on-site sales.

Here are some key reasons why they are so important to a successful and profitable event:

• Enhanced Attendee Experience: Exhibitors showcase products and services relevant to your event theme, providing attendees with valuable resources and interactive experiences. Sponsorships elevate the event’s production value, potentially allowing for better speakers, entertainment, or amenities. Vendors offering food and beverages add convenience and create a more vibrant atmosphere.

• Financial Support: Sponsorships can provide a significant financial boost, offsetting event costs and allowing you to invest in a more impactful experience. Exhibitor fees can further contribute to your budget, enabling you to secure a venue like the UVCC or offer additional attendee benefits, such as upgraded meal options or audio visual equipment.

• Increased Marketing Reach: Sponsors often receive prominent branding opportunities at the event, through pre-event promotion, and even on-site signage. This expands the event’s marketing reach, attracting a wider audience of potential attendees interested in the brands involved.

• Industry Expertise: Exhibitors and sponsors often bring valuable industry expertise to the table. They can contribute to the event’s content by participating in workshops or panel discussions, fostering a more informative and engaging event for attendees.

• Networking Opportunities: Events create a natural environment for networking. Exhibitors connect directly with potential customers, sponsors gain exposure to a targeted audience, and attendees can forge valuable business relationships. The UVCC’s well-designed spaces facilitate these connections, providing areas for casual interaction and dedicated meeting rooms.

Pro Tip: Consider offering exhibitors and sponsors access to post-event data reports. This demonstrates the value they received from their participation and strengthens the partnership for future events.

Benefits for Your Exhibitors, Sponsors, and Vendors

Partnering with your event at the UVCC offers numerous advantages for exhibitors, sponsors, and vendors as well. Here is a breakdown of the key benefits they enjoy and reasons they might prioritize attending your event:

• Targeted Lead Generation: Events attract a concentrated audience with a specific interest in your industry or niche. This provides a valuable opportunity to generate qualified leads and build relationships with potential customers.

• Brand Awareness and Exposure: Exhibiting or sponsoring allows you to showcase your brand and products to a large, targeted audience in a short timeframe. The UVCC’s central location and modern facilities provide an ideal platform to make a lasting impression.

• Market Research and Feedback: Events offer valuable insights into market trends and competitor activity. You can gather feedback directly from attendees, allowing you to refine your offerings and marketing strategies.

• Relationship Building: Events create opportunities to network with potential partners, industry influencers, and other businesses.

Helping Exhibitors Get Their Money’s Worth

Now that we have established the mutual benefits of collaboration, let us explore how you, as the event organizer, can ensure exhibitors and sponsors feel they have received a valuable return on their investment. Here are some key strategies:

• Targeted Marketing: Promote your event effectively through targeted channels like industry publications, online communities, and social media platforms relevant to the exhibitors’ target audience. This ensures you attract the right exhibitors who will connect with the attendees they seek.

• Clear Communication: Provide clear communication regarding sponsorship and exhibitor packages. Clearly outline the benefits offered at each tier, including branding opportunities, lead generation resources, and access to attendees.

• Pre-Event Support: Offer support and resources to help exhibitors prepare for the event. This could include providing booth design guidelines, lead capture tools, and information on the UVCC’s facilities and services.

• Engaging Event Format: Design an event format that fosters attendee interaction with exhibitors and sponsors. Consider incorporating interactive workshops, product demonstrations, or dedicated networking sessions within the event schedule. Hosting meals, breaks, or receptions will also encourage engagement between attendees and exhibitors and sponsors.

• Post-Event Follow-Up: Following the event, provide exhibitors and sponsors with a report on event attendance, lead generation data, and any media coverage generated. This demonstrates the value they received from their participation.

By implementing these strategies, you create a win-win situation, ensuring a successful event for both you and your partners. The UVCC’s experienced staff can further assist you in planning and executing these strategies, making your event a resounding success for all involved.

Conclusion: A Collaborative Advantage

In conclusion, incorporating exhibitors, sponsors, and vendors into your event at the Utah Valley Convention Center is a strategic decision that elevates the attendee experience, boosts your marketing reach, and provides valuable financial support. For exhibitors, sponsors, and vendors, participating in your event translates to targeted lead generation, brand awareness, and valuable networking opportunities.

By prioritizing clear communication, targeted marketing, and an engaging event format, you can ensure all parties involved get the most out of the collaboration. When you prioritize the success of your partners, you create a dynamic and mutually beneficial event experience.

The UVCC’s commitment to providing a state-of-the-art venue, coupled with their experienced staff’s expertise, makes them the ideal partner for creating a successful and impactful event. Whether you are hosting a trade show, conference, or any other gathering, partnering with exhibitors, sponsors, and vendors at the UVCC can make your event truly exceptional.

Ready to take your event to the next level? Contact the Utah Valley Convention Center today to discuss your vision and explore how their team can help you create a collaborative event that exceeds all expectations.

The holiday season is a time for joy, celebration, and expressing gratitude. As an HR department or team leader, you have the fantastic opportunity to create a memorable experience for your colleagues by hosting a corporate holiday party. This event fosters team spirit, strengthens relationships, and shows appreciation for everyone’s hard work throughout the year. But planning a successful corporate holiday party requires careful consideration and organization. Fear not! This comprehensive guide will walk you through every step of the process, ensuring your party is a festive and fun-filled event everyone will enjoy.

Setting the Stage: Budget, Dates, and Inclusivity

• Budgeting for Fun: Before diving headfirst into party planning, establish a realistic budget. Consider what your company can comfortably allocate and prioritize spending based on guest count, venue rental, catering, decorations, and entertainment.
• Scheduling Savvy: Pick a date and time that works for most employees. Avoid scheduling during peak holiday travel times or religious holidays. Consider a weekend evening or a weekday after work hours to maximize attendance.
• Inclusivity is Key: Remember, the holiday season embraces a variety of traditions and beliefs. Opt for a general winter wonderland theme or a year-end celebration to ensure everyone feels welcome.

Finding the Perfect Venue: Location, Location, Location

The venue significantly impacts the overall atmosphere of your party. Here are some key factors to consider:

• Size Matters: Choose a space that comfortably accommodates your expected guest count. Don’t forget to factor in space for catering stations, a dance floor (if applicable), and areas for socializing.
• Location, Location, Location: Consider a venue that’s easily accessible for most employees. Ample parking or convenient public transportation options are a plus. The Utah Valley Convention Center boasts a central location in Utah County, with spacious halls and nearby parking, making it a perfect choice for companies throughout the region.
• Venue Amenities: Explore venues that offer catering services or partnerships with local restaurants. Inquire about audio/visual equipment rentals, stage availability (if you plan on having entertainment), and accessibility features for guests with disabilities.

Delectable Delights: Food and Beverage Planning

Food and drinks are a cornerstone of any successful party. Here are some tips for catering to diverse tastes and needs:

• Dietary Diversity: Accommodate a variety of dietary restrictions by offering vegetarian, vegan, and gluten-free options. Consider including signage with ingredient lists to avoid any allergen concerns.
• Festive Feasts: Incorporate seasonal dishes and beverages wherever possible. Offer themed cocktails or mocktails alongside classic refreshments.
• Sweet Treats: Don’t forget dessert! A beautifully decorated dessert table with cookies, pies, or cakes adds a touch of festivity.

Festive Fun and Entertainment: Activities for All

Plan engaging activities to keep the party lively and encourage interaction amongst colleagues. Here are some ideas to spark your creativity:

• Games Galore: Set up classic games like board games, a photo booth with fun props, or even a holiday-themed trivia contest.
• Live Entertainment: Consider hiring a live band, DJ, or a comedian to add some excitement to the evening.
• Giving Back Together: Incorporate a charitable element by collecting donations for a local cause or organizing a volunteer activity during the party.

Spreading Holiday Cheer: Decorations and Ambiance

The right decorations set the mood for your party. Here’s how to create a festive atmosphere:

• Thematic Touches: Choose decorations that complement your chosen theme, whether it’s a winter wonderland, a festive lights extravaganza, or a cozy holiday atmosphere.
• Lighting the Way: Warm lighting creates a more inviting environment. Fairy lights, strategically placed lamps, and candles (with proper safety measures) can add a touch of magic.
• Festive Music: Create a festive playlist featuring classic holiday music or upbeat party tunes to get everyone in the holiday spirit.

The Final Touches: Communication and Post-Party Follow-Up

• Save the Date: Once you’ve finalized the details, send out a clear and concise digital or printed save-the-date invitation with all the essential information like date, time, location, and RSVP deadline.
• Spread the Cheer: Promote the party on your company’s internal communication channels to generate excitement. Tease some of the planned activities or decorations to pique everyone’s interest.
• Post-Party Appreciation: After the party, send a thank-you note to all attendees and express appreciation for their participation. You can also share photos from the event to create lasting memories.

A Festive Finale: Hosting a Corporate Holiday Party at the Utah Valley Convention Center

The Utah Valley Convention Center, located in Provo, Utah, can be your one-stop shop for hosting an unforgettable corporate holiday party. Their spacious and versatile event areas can comfortably accommodate large guest lists, while their experienced staff will handle all the logistical details, allowing you to focus on creating a memorable experience for your team. Imagine a festive wonderland bathed in twinkling lights, with delicious food stations lining the halls and a live band setting the mood for a night of laughter and merriment. The breathtaking mountain views surrounding the venue add a touch of magic to the occasion. With its state-of-the-art amenities and commitment to exceptional service, the Utah Valley Convention Center can transform your vision into a reality, ensuring your corporate holiday party becomes the highlight of the year for your employees.

So, grab your Santa hat, unleash your creative spirit, and get ready to throw a corporate holiday party that will be the talk of the town (or office)! With careful planning, a festive atmosphere, and thoughtful touches, you can create an event that strengthens team bonds, fosters goodwill, and leaves your colleagues feeling cherished and appreciated.

Conclusion

Planning a corporate holiday party requires effort, but the rewards are plentiful. A well-executed event fosters camaraderie, boosts morale, and shows employees their contributions are valued. By following the steps outlined in this guide and considering the unique needs of your company and employees, you can host a memorable celebration that everyone will enjoy.

For companies located in Utah County, the Utah Valley Convention Center presents a fantastic venue option. Their spacious halls, modern amenities, and central location make it an ideal space to host a festive and unforgettable corporate holiday party.

Remember, the holiday season is a time for giving back. Consider incorporating a charitable element into your party, allowing your team to celebrate while also supporting a worthy cause.

By planning ahead, fostering inclusivity, and prioritizing fun, you can ensure your corporate holiday party creates lasting memories and strengthens the bonds within your team. So, get creative, embrace the festive spirit, and prepare to celebrate the season with your colleagues!

Bonus Tip:

Incorporate a feedback mechanism into your post-party communication. Ask attendees for their suggestions on what they enjoyed most and what could be improved for future events. This valuable feedback will help you continuously improve your corporate holiday party planning and ensure each year’s celebration is even better than the last.

By following these steps and embracing the spirit of the season, you can turn your corporate holiday party into a cherished tradition that strengthens team bonds and fosters a positive and productive work environment throughout the coming year. Happy Holidays!

Attracting your ideal audience is essential for the success of any event, especially if you have hefty revenue and sales goals to hit. The Utah Valley Convention Center located in Provo, Utah understands it is  crucial to recognize the needs, preferences, and pain points of your target attendees. Here are some key strategies to help you in your messaging and marketing efforts.

How to Host a Successful Event at a Convention Center

Hosting a successful event at a convention center requires meticulous planning and attention to detail.

Here’s a step-by-step guide to help you:

1. Define Your Objectives: Clearly outline the purpose of your event. Determine what you want to achieve, whether it is networking, education, promotion, or fundraising.
2. Choose the Right Venue: Select a convention center that suits your event’s size, location, and facilities. Consider factors like accessibility, parking, accommodation options, and technological capabilities.
3. Set a Budget: Determine your budget early on and allocate funds for venue rental, marketing, equipment, staff, catering, and other expenses. Be realistic and account for unforeseen costs.
4. Plan the Logistics: Create a detailed timeline and checklist covering all aspects of the event, from initial planning to post-event evaluation. Coordinate with vendors, speakers, sponsors, and exhibitors to ensure everything runs smoothly.
5. Promote Your Event: Develop a comprehensive marketing strategy to attract attendees. Utilize various channels such as social media, email marketing, press releases, and partnerships with relevant organizations or influencers.
6. Design Engaging Content: Curate a compelling program agenda with informative sessions, workshops, keynote speakers, and interactive activities. Tailor the content to your target audience’s interests and preferences.
7. Provide Excellent Facilities: Ensure the convention center offers state-of-the-art technology, comfortable seating, sufficient lighting, and appropriate acoustics. Arrange for amenities like Wi-Fi access, charging stations, and signage for easy navigation.
8. Offer Networking Opportunities: Facilitate networking opportunities for attendees to connect with peers, industry experts, and potential partners. Schedule networking breaks, receptions, and social events to encourage interaction and relationship-building.
9. Focus on Attendee Experience: Pay attention to every detail to create a positive experience for attendees. Offer perks like swag bags, giveaways, exclusive access, and on-site support to enhance satisfaction and engagement.
10. Implement Effective Event Management: Assign roles and responsibilities to a capable team to oversee event logistics, registration, security, and customer service. Have contingency plans in place to address any issues or emergencies that may arise.
11. Gather Feedback: After the event, solicit feedback from attendees, exhibitors, and sponsors to evaluate its success and identify areas for improvement. Use this information to refine future events and maintain positive relationships with stakeholders.

By following these steps and dedicating time and effort to planning and execution, you can host a successful event at a convention center that leaves a lasting impression on attendees and achieves your objectives.

How to Maximize Attendance When Hosting an Event?

Maximizing attendance at your event involves strategic planning and effective promotion to reach and engage your target audience. Here are some tips to help you maximize attendance:

1. Identify Your Target Audience: Understand who your ideal attendees are and tailor your event to meet their interests, needs, and preferences. This will help you create compelling content and marketing messages that resonate with them.
2. Start Early: Begin promoting your event well in advance to generate anticipation and build momentum. Create a timeline for your promotional activities, including pre-event teasers, early bird discounts, and reminders leading up to the event.
3. Utilize Multiple Channels: Diversify your marketing efforts by leveraging various channels to reach a wider audience. This may include social media platforms, email marketing, website/blog posts, online communities, industry publications, direct mail, and partnerships with relevant organizations or influencers.
4. Create Compelling Content: Develop engaging and informative content that highlights the value proposition of attending your event. This could include teaser videos, speaker interviews, sneak peeks of sessions, case studies, testimonials, and interactive elements that encourage participation.
5. Offer Incentives: Provide incentives to encourage early registration and attendance. This could include early bird discounts, group rates, exclusive access to content or networking opportunities, giveaways, contests, or special promotions for referrals.
6. Optimize Registration Process: Make it easy for people to register for your event by streamlining the registration process. Use an intuitive online registration platform that allows for quick and secure sign-up, offers multiple ticket options, and provides instant confirmation.
7. Engage Your Audience: Foster engagement with your target audience before, during, and after the event. Encourage interaction on social media platforms using event hashtags, host live Q&A sessions, polls, and discussions, and create opportunities for networking and peer-to-peer collaboration.
8. Leverage Influencers and Partnerships: Partner with industry influencers, thought leaders, or relevant organizations to extend your reach and credibility. Encourage them to promote your event to their followers or members, either through sponsored content, guest blog posts, social media mentions, or speaking engagements.
9. Create a Sense of Urgency: Use scarcity and urgency tactics to encourage immediate action. Offer limited-time promotions, highlight diminishing ticket availability, or countdown to key milestones to create a sense of FOMO (fear of missing out) among potential attendees.
10. Follow Up Post-Event: Keep the momentum going even after the event has ended. Follow up with attendees to thank them for participating, gather feedback through surveys or polls, share highlights and key takeaways, and nurture ongoing relationships through email newsletters or exclusive content.

By implementing these strategies and continuously refining your approach based on feedback and analytics, you can maximize attendance at your event and ensure its success.

Tips For Attracting Your Ideal Audience for an Event

Attracting your ideal audience involves understanding their needs, preferences, and pain points, and then tailoring your messaging and marketing efforts to resonate with them. Here are some tips to help you attract your ideal audience:

1. Define Your Ideal Audience: Start by clearly defining who your ideal audience is. Consider demographic factors such as age, gender, location, income level, occupation, as well as psychographic factors such as interests, values, attitudes, and behaviors.
2. Conduct Market Research: Gather data and insights about your target audience through market research, surveys, interviews, and analysis of customer feedback. Understand their challenges, motivations, goals, and preferences related to your industry or niche.
3. Create Buyer Personas: Develop detailed buyer personas that represent your ideal audience segments. These personas should include demographic information, pain points, goals, preferences, objections, and preferred communication channels.
4. Tailor Your Messaging: Craft messaging that speaks directly to the needs and interests of your target audience. Use language, tone, and imagery that resonates with them and highlights the benefits of your product or service in addressing their specific pain points or desires.
5. Provide Value: Offer valuable content, resources, or solutions that address the needs and interests of your ideal audience. This could include blog posts, articles, how-to guides, tutorials, webinars, case studies, templates, or free tools that demonstrate your expertise and build trust.
6. Choose the Right Channels: Identify the channels where your target audience is most active and present your message there. This could include social media platforms, online forums, industry-specific websites, email newsletters, podcasts, or offline events and publications.
7. Optimize Your Website and Content: Ensure that your website and content are optimized for search engines (SEO) to attract organic traffic from people searching for relevant keywords or topics. Use targeted keywords, meta tags, headers, and high-quality content that addresses the needs of your ideal audience.
8. Utilize Paid Advertising: Consider using paid advertising platforms such as Google Ads, social media ads, or sponsored content to reach your ideal audience more effectively. Use targeting options such as demographics, interests, behaviors, and retargeting to narrow down your audience and maximize ROI.
9. Engage and Interact: Foster engagement with your target audience by responding to comments, messages, and inquiries promptly. Encourage interaction through polls, surveys, quizzes, contests, or interactive content that encourages participation and feedback.
10. Monitor and Analyze Results: Continuously monitor the performance of your marketing efforts and analyze the data to understand what resonates most with your ideal audience. Use analytics tools to track website traffic, social media engagement, conversion rates, and other key metrics to optimize your strategies over time.

By implementing these tips and consistently refining your approach based on feedback and insights, you can attract and engage your ideal audience more effectively, ultimately driving growth and success for your business or organization.

Conclusion

In conclusion, attracting your ideal audience to an event hosted at the Utah Valley Convention Center (or any venue!) requires a strategic approach that considers the unique characteristics and preferences of your target attendees.

By defining your audience, crafting compelling messaging, providing value, and engaging through various channels, you can maximize attendance and work to hit those sales and revenue goals for the event. Work with a venue who has your vision and benchmarks in mind. Use our Event Estimate Tool to plan your next event.

When planning for any convention, meticulous preparation is paramount to ensuring a seamless and successful event.

Early engagement, detailed planning, and collaboration play pivotal roles in laying the foundation for a well-executed and memorable convention.

Common Issues When Coordinating a Hotel With Convention Space

Coordinating a hotel with convention space can present various challenges.

Here are some common issues that event planners and hotel staff might face:

1. Availability and Scheduling Conflicts:
   • Limited availability of convention space, especially during peak seasons or popular event dates.
   • Scheduling conflicts with other events or renovations within the hotel.
2. Communication Challenges:
   • Poor communication between event planners and hotel staff, leading to misunderstandings regarding requirements and expectations.
   • Lack of a centralized communication system for updates and changes.
3. Technical and Audio-Visual Issues:
   • Inadequate or outdated audio-visual equipment, which can impact presentations and overall event experience.
   • Insufficient technical support during events, leading to delays and disruptions.
4. Logistical Concerns:
   • Inefficient loading and unloading processes for event materials and equipment.
   • Limited storage space for event supplies and materials.
5. Space Limitations:
   • Inadequate or improperly configured meeting spaces that don’t meet the specific needs of the event.
   • Difficulty in accommodating last-minute changes in attendee numbers.
6. Catering Challenges:
   • Issues with food and beverage services, such as delays, quality concerns, or insufficient options for dietary restrictions.
   • Difficulties in coordinating catering requirements with the hotel’s kitchen staff.
7. Contractual and Financial Matters:
   • Disputes over contract terms and conditions, including pricing, cancellation policies, and billing discrepancies.
   • Challenges in negotiating favorable terms for both parties.
8. Guest Accommodations:
   • Insufficient hotel room availability, especially if there are multiple events occurring simultaneously.
   • Problems with room reservations and guest satisfaction.
9. Regulatory Compliance:
   • Challenges in complying with local regulations and codes for events, such as safety requirements and occupancy limits.
10. Marketing and Promotion:
    • Limited support or collaboration between the hotel and event organizers in marketing and promoting the event.
    • Difficulty in attracting attendees due to inadequate promotion efforts.
11. Environmental Considerations:
    • Issues related to sustainability and environmental practices, such as waste management and energy consumption during the event.

To address these challenges, effective communication, thorough planning, and collaboration between the hotel and event organizers are crucial.

Clear expectations, a detailed contract, and a proactive approach to problem-solving can contribute to the success of events hosted in hotel convention spaces.

Should you book an event venue with a hotel attached or is it better to use surrounding hotels?

There are pros and cons to both booking an event venue with an attached hotel and using separate venues. Here’s a breakdown to help you decide:

Venue with attached hotel:

Pros:

• Convenience: Guests can easily walk between their rooms and the event space. This is especially helpful for evening events or if there’s a lot of travel involved.
• Logistics: Everything is in one place, simplifying coordination with the venue and catering staff. No need to arrange transportation between locations.
• Group rates: You may be able to negotiate special room rates for your guests with the hotel.

Cons:

• Cost: Venues with attached hotels can be more expensive than standalone venues.
• Limited space: Ballrooms in attached hotels may have limitations on size or amenities compared to dedicated event venues.
• Less choice: You’re limited to the hotel’s catering options and event space configurations.

Separate venue and hotel:

Pros:

• Selection: More variety in venue options, including unique historical locations or event spaces with a specific theme.
• Potentially lower cost: Standalone venues may be cheaper, especially if you’re flexible with dates and times. (There still might be event discounts at these hotels too!)
• Catering options: Wider selection of caterers to choose from, which may better suit your budget or dietary needs.

Cons:

• Logistics: More coordination needed for transportation and communication between the venue and hotel if hotels are close-by and/or walking distance.
• Guest experience: Guests will need to travel between the hotel and venue, which might be inconvenient in certain cities or towns.
• Room block management: Negotiating room rates might be more complex if you’re not using the venue’s attached hotel, depending on the event.

If you’re looking for the convenience of a venue with easy access to lodging, but also want the flexibility of a standalone venue, then a convention center like the Utah Valley Convention Center (UVCC) could be a great option. Here’s why:

The UVCC boasts accessibility with several hotels located right across the street, including the Provo Marriott Hotel and Hyatt Place Provo. This provides attendees with the comfort of having their rooms just steps away, eliminating the need to arrange transportation or navigate unfamiliar streets at night.

At the same time, the UVCC offers the advantages of a dedicated event venue. You’ll likely have more flexibility in terms of catering options, event space configurations, and potentially even pricing compared to a hotel venue. Plus, the UVCC is designed specifically for events, so it likely has features like dedicated loading areas, ample meeting rooms, and advanced audio/visual capabilities that might not be available in a hotel ballroom.

So, if you envision an event where ease of access is important but also value the selection and customizability of a standalone venue, then a convention center like the UVCC surrounded by accessible hotels can be an ideal choice.

Ways To Prepare When Coordinating Hotels With Convention Space

Coordinating hotels with convention space involves thorough preparation to ensure a successful event.

Here are some key ways to prepare effectively:

1. Define Event Objectives: Clearly outline the goals and objectives of the event. Understanding the purpose will guide your decisions in selecting appropriate meeting spaces and services.
2. Conduct a Needs Assessment: Identify the specific requirements of your event, such as the number of attendees, preferred room setups, audio-visual needs, and catering preferences.
3. Research and Select the Right Hotel:
   • Consider the location, size, and amenities of potential hotels with convention space.
   • Research the reputation of the hotel, its experience in hosting similar events, and reviews from previous clients.
4. Engage Early with Hotel Staff: Initiate communication with the hotel staff as early as possible. Discuss your event requirements and inquire about their capabilities and available resources.
5. Site Inspection:
   • Schedule a site inspection to evaluate the meeting spaces, accommodations, and overall facilities.
   • Verify the functionality of audio-visual equipment and assess the potential for customization of meeting spaces.
6. Negotiate Contracts: Negotiate a detailed contract that clearly outlines all terms and conditions, including meeting space costs, catering services, room blocks, cancellation policies, and any additional charges.
7. Establish a Communication Plan:
   • Develop a comprehensive communication plan that includes regular updates between the hotel and your event planning team.
   • Designate a point of contact on both sides to facilitate smooth communication.
8. Create a Detailed Event Schedule:
   • Develop a detailed event schedule that outlines the timeline for setup, registration, sessions, meals, and teardown.
   • Share this schedule with the hotel staff to ensure alignment and coordination.
9. Coordinate Logistics:
   • Plan and coordinate logistics such as loading and unloading of equipment, storage of event materials, and transportation for attendees.
   • Verify the availability of parking and any necessary permits for logistical operations.
10. Attendee Accommodations:
    • Work with the hotel to manage room blocks effectively. Ensure room reservations are seamless and that attendees receive relevant booking information.
    • Confirm the availability of special amenities or services for event attendees.
11. Plan for Contingencies:
    • Anticipate potential challenges and develop contingency plans to address unforeseen circumstances.
    • Have a clear understanding of the hotel’s emergency procedures and communication channels.
12. Staff Training:
    • If applicable, train your event staff on the hotel’s layout, policies, and procedures.
    • Communicate specific roles and responsibilities to ensure everyone is on the same page during the event.
13. Promote Collaboration: Foster a collaborative relationship with the hotel staff. Establish a teamwork mentality to address issues and challenges collectively.
14. Stay Informed About Local Regulations: Be aware of local regulations and compliance requirements for events. Ensure that your event adheres to safety and occupancy standards.
15. Post-Event Evaluation:
    • After the event, conduct a debriefing session with the hotel staff to discuss what worked well and areas for improvement.
    • Gather feedback from attendees to inform future event planning.

By preparing thoroughly and staying organized, you can enhance the coordination of hotels with convention space, leading to a more successful and seamless event experience.

Conclusion