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event planning

Hotel Event Planning

September 27, 2012

The Ryder Cup is only hours away! While you may be just now gearing up for the big event, chances are that hotels in the Medinah, IL, area have been planning for months.

Planning for a large event within the community takes a proactive approach. There are so many details to consider, but the real challenge is staying up to date on everything going on in the city and getting the inside scoop. Our biggest piece of advice is to begin attending Chamber of Commerce meetings and networking with decision-makers. For events like the Ryder Cup, discussions of sponsors and other details will take place and present opportunities for your hotel to be at the forefront.

Incentives such as offering a discount with ticket purchases and offering group discounts or lower rates on a particular weekend can really put you ahead of the game. Invest in advertising on the ticket or event website and get those fans in your doors.

Think of details that your guests will need during their stay. Coordinate taxis and shuttles to be on-hand before, during and after the event. Perhaps the hotel coffee shop needs to open earlier than usual, or the dining room should stay open late to accommodate the event hours. Have a concierge on hand to assist with questions about the venue, other things to do in the city, and restaurant recommendations. Inform your staff of any events guests will be involved with to engage in conversation. On the big day, placing a banner or signage may help get guests ready and excited for the event and remember to show support for the event they are passionate about.

Proper planning and preparedness will ensure that your hotel excels during busy events and special activities. Taking advantage of these opportunities and delivering excellence is sure to keep you on top.