02/02/2015
In visiting with friends in town for a meeting, I was reminded of a key aspect of finding a location for your meeting or event. Cost.
Now, I'm not talking the cost of the hotel room. Well, that's part of it, but definitely not all of it. I'm talking about the total cost to the attendee (even if they are attending on their company's dime).
Of course, first is the cost of the hotel room plus any additional fees such as resort fees, gym usage, internet fees, or fees to have a microwave and or refrigerator in the room. But also look at what it costs for the attendee to get to the hotel from the airport. What about parking at the hotel for those who are driving? All of a sudden that $149 room rate can escalate up to $300+ a night once you add in fees and taxes.
Which reminds me of a meeting I had in a place that really was kind of far from the airport. But because I knew the situation and knew the options the hotel offered were still pricey, I asked my wonderful assistant to look into other options and we found a private car service who's cost was literally too good to pass up. It was a small enough meeting, and we had several people who were driving (and parking was free by the way) so the cost overall was minimal. Plus because we were booking the whole group, we were able to assign just about everyone a shared ride partner which was even better for the car service company and they, I believe, were very happy to have us do that work for them. Probably another reason our quote was so good.
Now with that particular event, the place couldn't have been better. Not only did the hotel have great food options, but there were so many others within walking distance and local transportation via bus was a couple of dollars. As part of our concessions, the resort fee (which included internet) was waived and microwaves and refrigerators were standard in all rooms since each room had a small kitchenette.
The point to all this, remember, it's not just the cost of the hotel and the registration fee. There are a number of ancillary costs your attendee incur. If you want them to come back, and have everyone be happy, be sure to estimate the TOTAL cost to your attendee and make sure you're not pricing your event out of reach for many.