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Hosting A Training Seminar At A Hotel: Three Things You Should Consider

by Agustin Gimenez

Planning a training seminar at a hotel conference room provides a lot of great benefits that hosting the seminar in your office might not. This includes access to high-tech audio/visual equipment, in-house catering and flexible seating areas. As you plan your seminar, there are a few aspects you should consider and plan out ahead of time to ensure the comfort of all guests who will be in attendance.

Seating Arrangements

While there are many options for seating arrangements, you'll need to choose the one that works best for your specific type of seminar. Will there be a need to take notes during the seminar? Table seating might be the best option for you. Is your meeting going to be small and informal? A conference table setup might work better for your small group. Does the training seminar mostly involve motivational speakers? An ampitheater-style seating arrangement can help you fit more people in the room and create the right atmosphere for a speaking engagement. Work with the hotel to create the right setup for your seminar. The staff can place the seats and tables ahead of your event so everything is ready when you arrive.

Lunch Arrangements

While you might be tempted to simply have lunch brought in to the conference room, you'll want to consider what you want the goal of lunch to be. If you expect the attendees to work through their lunch break, bringing in sandwiches and chips is a great option. If, however, you want lunch to be a true break from the work day, consider hosting the meal in another room in the hotel. You can arrange for a second conference room to be set up with tables, chairs and a buffet area, which gives your attendees the chance to relax and unwind after a rigorous morning of icebreakers and training sessions.

Equipment Setup

You may need audio/visual equipment, such as a projector, monitor or microphone, for your training seminar. Many hotels offer this type of equipment as part of your conference room rental package, but you'll need to make sure they offer the specific type of equipment you need. Ask for the equipment to be set up the evening prior to your event so you can test it out and make sure that it is ready for your training seminar. If it isn't, you'll still have plenty of time to get the equipment working properly. 

Hotel conference rooms make a great destination for seminars when properly equipped. Work with the event coordinator at the hotel to come up with other unique ideas for hosting your training seminar. With a bit of planning, you'll have a successful event that goes smoothly.