Selecting an Event Facility With Overnight Accommodations: Key Points to Keep in Mind

Once you have gone through the process of identifying the destination for your event (link to “Important Facts to Consider When Choosing an Event Destination”), you will want to take a thorough look at the specific facilities with overnight accommodations that are available in your city of choice.

Whether your guests will be spending one night or multiple nights at your event, having a clean, comfortable and convenient place to stay will contribute to their overall impression of your company and your event’s success.

Here at LIVE! Technologies, we recommend considering the following factors when choosing your event facility:

Room accommodations

It goes without saying that the rooms must be clean and comfortable, with adequate closet space and furniture in good condition. The rooms should be equipped for people with disabilities. Your guests will appreciate modern bathroom fixtures, WiFi, cable, charging stations, a refrigerator and wet bar, and other conveniences that will make their stay as much like home as possible. Beverage and ice machine stations should be located on each floor.



The lobby should be clean and attractive, with a registration desk that is easy to find and staffed with efficient front desk personnel. They should be able to handle peak check-in and check-out times for major groups, and fully staffed in relation to the number of guest rooms.


Guest services

On site drug stores, banks, or gift shops are nice conveniences to have access to if your attendees forget to pack toiletries or other necessities. Other guest services include a concierge, safety deposit boxes and emergency services.



Some facilities have additional amenities that can make your guests’ stays more comfortable and enjoyable. A health club or fitness room, pool, bar, restaurant option and 24-hour coffee stations are important features to look for when choosing your event facility.



Rooms should have smoke detectors, and fire exit information that is clearly posted. Look for adequate lighting in the hallways, the hotel emergency plan, and marked hotel emergency exits.



The facility may offer a convention rate and rack rate for individual guest who are not part of the group. Make sure you understand the guarantee and deposit requirements, and the date the hotel will provide firm rates.


Contractual considerations

Discuss with the facility their reservation procedures and policies, the cutoff date for the room block, and the refund policy for cancellations. Ask if there are any planned renovations or ownership changes that may impact your event.


The Real Live Pros from LIVE! Technologies are dedicated to the success of your event. We’ve been in the business for over 40 years, and deliver seamlessly executed live experiences through creative design, engaging event production, and intelligent technology installation.

We would love to talk with you about choosing your event facility, and how we can make your event everything you dreamed it would be and more.
-photo credit to The-Carlton Bacara

Please Contact us today to talk with us about YOUR live events!