Find a hotel for a conference

A conference hotel offers a professional yet comfortable setting, ideal for hosting participants from different regions or countries. Here are the main advantages:

• All-in-one: accommodation, conference rooms, catering, relaxation areas.
• Accessibility: often located near train stations or airports.
• Professional services: staff dedicated to event management, technical equipment, management of coffee breaks and meals.
• Flexibility: ability to adjust spaces according to the number of participants.

In addition, organizing a conference in a hotel creates an immersive atmosphere. Participants stay on site, strengthening exchanges and networking opportunities, even outside of conference times.

Here are the criteria to consider when finding the perfect hotel for your conference:

1. Capacity and equipment

The hotel must be able to comfortably accommodate all your participants. This includes:

• Spacious and modular conference rooms
• High-quality audiovisual equipment (microphones, video projectors, screens)
• A good, reliable, and fast Wi-Fi connection
• Additional spaces for breaks, workshops, or small group meetings

2. Accessibility

A good conference hotel should be easily accessible, especially if your participants are coming from far away. Prioritize:

• Proximity to a high-speed train station, an airport, or an urban transport network
• Parking options or a shuttle service
• A central location or one in a well-served area

3. Accommodation and comfort

Consider the comfort of the participants, especially if your conference spans several days. Check:

• The number of rooms available
• The quality of the rooms: bedding, soundproofing, workspace
• Additional services: spa, gym, room service

4. Catering

A conference hotel must be able to offer a catering service adapted to your event:

• Welcome cocktails, lunches, dinners, coffee breaks
• Personalized menus according to dietary requirements
• Possibility of seated dinners or standing buffets
• Organization of evenings or gala dinners if needed

5. Budget

As with any event, the budget is a crucial point. Don't forget to ask for:

• A global quote including space rental, meals, and overnight stays
• Packaged offers or negotiated rates depending on the number of participants
• The possibility of postponement or cancellation without charge

Depending on the size and type of your event, several types of hotels may be suitable:

?Business hotels in the city center

They are usually close to train stations, head offices and tourist sites. Perfect for one-day conferences with local or national guests.

?Resorts or hotels on the outskirts

Ideal for multi-day conferences, with relaxation time planned. These places often offer a green setting, conducive to concentration and well-being.

?High-end or 4/5 star hotels

Perfect for premium conferences, where brand image and customer experience are at the heart of concerns. They offer impeccable service, refined gastronomy and personalized services.

Today, more and more companies are looking to organize responsible events. Some hotels are committed to this approach:

• Environmental certifications (Ecolabel, Green Key, etc.)
• Waste management and energy saving
• Local and organic products in the menus
• Accessibility by soft transport

Do not hesitate to ask questions about the CSR commitments of the establishment, it can also enhance your own brand image.

Prices vary depending on location, season, standing and duration. On average, expect between €80 and €250 per participant per day, including the room, meals and accommodation.