The comprehensive organisation of a conference involves a conference room, appropriate catering, choice of location - these are just some of the aspects to bear in mind when organising a meeting. Once you have determined the date, drawn up the schedule and the expected list of participants, the icing on the cake is the rental of an appropriate room. See our offer for renting a conference room in Gdynia.
Hiring a conference room - what to look out for when booking?
Choosing where to hold our event is a difficult decision. Before signing a contract with the owner of the venue, it is important to remember that all the elements must work together. Also, renting a conference room at a particular venue, must be a carefully considered step. Here is a list of practical tips to help you choose the right conference room. What should you pay attention to?
Arrangement and size of the conference room
Conference room It should be the right size - neither too small nor too large. Therefore, before you make your choice, determine the number of guests so that you can match the room to the number of participants. This is very important. A room that is too large will look empty and the echoing sound will cause unfavourable acoustics. A room that is too small and not enough chairs will make the participants uncomfortable. Guests must not stand or opt out because there will be no room for them. The design and character of the room are also important. Opt for a modern and original design to delight the participants! After all, we all like to surround ourselves with beautiful, luxurious interiors!
Technical equipment of the conference room
The conference room must be adapted to our needs and meet our expectations, so one of the most important elements is the technical facilities. It is hard to hold a training session without the right equipment! The room should be equipped with the necessary tools such as a multimedia player, projector, screen and flipchart. Wireless internet will be an added plus! So it's worth making a list of the equipment you'll need and making sure it's all included in the room's offer.
On the other hand, for intimate meetings of, for example, the board of directors, a comfortable room with unique interiors, where participants can sit comfortably on sofas and armchairs, will be more suitable. Such a space is also conducive to less formal meetings, where a good atmosphere is most important.
Total cost of the event and conference room rental
Before signing the contract, you need to get an idea of how much the total cost of organising the training, renting the conference room at the venue will be, and you should also read the cancellation conditions. If the venue has an hourly price list, it is worth taking into account the 2 extra hours, over and above the schedule, as delays are not difficult! All it takes is a prolonged break or a problem with starting up the equipment, which sometimes refuses to work at the least opportune moment... In addition, participants must have time to leave the room in peace when the conference is over. If another one is being held after us, confusion can arise.
Location of the conference room
Before making a final decision, the location should also be looked at in terms of transport. Getting there must not be difficult or take up a lot of time, as time is of the essence in business! You need to choose a hall that has good connections to the most important points in the city, or organise transport for participants who do not move by car. In addition, the larger the event, the more vehicles can be expected. It is worth paying attention to the number of parking spaces on the premises, so that annoying traffic jams and congestion do not arise when dozens of cars suddenly appear.
Electric chargers are also increasingly useful and, if cars were to form part of the exhibition accompanying the event, we should take an interest in the space around the venue and its exhibition capabilities.
Facilities and guest comfort
The comfort of the participants is very important, in fact the most important! So let's decide on a hall that not only meets our requirements, but is also in a pleasant setting.
A great idea would be to rent a conference room in a luxury hotel complex by the sea! In a unique location surrounded by greenery so that your guests can enjoy a break in the fresh air, sip coffee in the garden and taste exquisite dishes prepared by a qualified chef in the hotel restaurant. It is also advisable to incorporate a walk by the sea into your leisure time to get oxygenated after a day of training.
It is also extremely important that, after the training, participants can easily relax in comfortable rooms, enjoy additional attractions such as relaxing massages, regenerating treatments in the Spa area, swimming pool, jacuzzi and saunas, or go for an integration session in the hotel's atmospheric bar.
Catering White Rabbit
Catering is one of the most important elements of a successful conference. It enhances the event and determines the mood and attitude of the participants.
By choosing a venue with a renowned restaurant such as the White Rabbit, we can be sure that we will not be disappointed. Meeting participants are sure to appreciate the five-star group menu or coffee breaks based on home-made cakes.
It will also be a nice gesture, and soon a necessity, to cater to non-meat eaters. The vegan menu at the White Rabbit will delight even the most demanding gourmet. The restaurant also takes food intolerances and allergies into account when proposing menus.
An interesting alternative for smaller groups is a tasting dinner combined with wine pairing or a quick lunch at the local Pub 10/6, where the dishes are simpler but nevertheless tasty. The multitude of alternatives works particularly well for multi-day events where more variety is needed - gastronomically but also spatially. The aforementioned pub is the ideal place for a post-conference team-building event.
Premium conference package
The post-pandemic reality means that we often want to meet and train, but in a smaller group, in a place that focuses on the comfort and safety of participants. Here, boutique hotels seem to be the natural choice, where a smaller number of guests turn up and which can more easily be hired in their entirety for the event.
At Quadrille, the premium conference package involves hiring a formal ballroom for up to 40 people or a fully equipped conference room offering a variety of set-up configurations. Importantly as an adult-only facility it provides the peace and quiet so necessary for this type of event.
An additional asset of the hotel is certainly the holistically oriented Spa, where care or relaxation treatments can be provided for participants, or such non-standard therapies as sound massage or a relaxing concert on Tibetan bowls and gongs. In leisure time, the aquatic area with swimming pool, jacuzzi and saunas is great for both regeneration and integration.
Hiring a conference room is not as complicated a task as you might think! A conference organised in favourable conditions is not only conducive to the absorption of knowledge, but also to relaxation, integration and building positive impressions. Such an event will certainly remain in the memory of the participants for a long time and will positively influence the image of the company.
Contact the event managers and plan your event:
Olga Czachorowska - Kawala - sales1@quadrille.pl
Marcin Malak - sales2@quadrille.pl