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Choosing the Right Hotel Room

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As a corporate event planner, your role goes far beyond just orchestrating the logistics of the event itself. One of your most pivotal responsibilities is ensuring that every aspect of your guests' experience, including their accommodations, contributes to a comfortable and pleasant stay during their business trips. Your choice of hotel — and specifically your choice of hotel rooms for attendees can be a defining factor in the overall satisfaction and success of your corporate event. After all, a well-rested and content attendee is more likely to engage actively in the event's proceedings, fostering networking, learning, and collaboration.

Selecting the right type of hotel room isn't just a matter of convenience; it's about creating an environment where your guests can thrive. It's about acknowledging that each attendee may have different needs and preferences. Some may prioritize privacy and solitude to prepare for important presentations, while others might seek the comfort of a spacious suite to unwind after a day of intense discussions. Your decision carries the weight of catering to these diverse requirements while ensuring that every guest feels valued and accommodated.

In this blog post, we will take a deep dive into the world of hotel accommodations for corporate events. We will explore a variety of room types, each tailored to specific guest profiles. Our goal is to provide you with insights and recommendations that will help you make informed decisions when reserving rooms for your event attendees.

The Different Types of Hotel Rooms

Hotel rooms come in a variety of types, each designed to cater to the diverse needs and preferences of guests. Whether you're seeking a luxurious retreat for an offsite, a practical workspace, or a large and accommodating hotel for a conference, there's a hotel room type to suit every traveler.

  1. Standard Rooms
    Standard hotel rooms are the most common choice for business travelers. They typically offer a comfortable bed, a work desk, and essential amenities. These rooms are perfect for your general attendees and employees who are attending the event. They provide a comfortable space for relaxation after a busy day of meetings and networking.
  2. Executive Suites
    For high-level executives and VIPs attending your corporate event, executive suites are an excellent choice. These rooms offer a separate living area, a spacious work desk, and additional amenities such as complimentary breakfast and access to executive lounges. Executive suites provide the privacy and luxury that top-level executives require.
  3. Connecting Rooms
    While connecting rooms can be convenient for families or groups traveling together, they are not ideal for hosting corporate events. It's crucial to avoid giving a CEO or high-ranking executive a connecting room with another employee. The potential lack of privacy and noise disturbance can be counterproductive to their business objectives.
  4. Deluxe or Premium Rooms
    Deluxe or premium rooms are a step up from standard rooms and offer more space and enhanced amenities. These rooms are suitable for guests who value a little extra comfort and luxury. They can be a great choice for speakers, sponsors, or key stakeholders who deserve a special experience during the event.
  5. Accessible Rooms
    When planning your corporate event, it's essential to consider the needs of all your guests, including those with disabilities. Accessible rooms are designed to accommodate individuals with mobility impairments and provide features like wider doorways, grab bars, and roll-in showers. Ensure that you reserve these rooms for guests who require them and provide a seamless experience for all attendees. Consider other special accommodations, such as rooms with hearing-impaired features or allergy-friendly options, to accommodate a broader range of guest needs. By prioritizing inclusivity and providing a variety of special accommodations, you demonstrate your commitment to making the event accessible to everyone, regardless of their unique requirements, and create a positive and inclusive atmosphere for all participants.
  6. Corner Rooms with a View
    Corner rooms often offer more natural light and scenic views, making them an attractive choice for guests who appreciate aesthetics and a pleasant ambiance. These rooms are excellent for creative professionals, artists, or anyone who values a room with a view to unwind after a long day.
  7. Adjoining Suites
    If you have a group of executives or team members who need to collaborate closely, adjoining suites can be a good option. Adjoining suites provide a shared living space while maintaining separate bedrooms. They are ideal for colleagues who want to work together without sacrificing privacy.

The Hoxton, Williamsburg

Decoding Hotel Room Terminology

Understanding the terminology used in hotel room descriptions is crucial in selecting the right room that meets your preferences and needs.

Common Terms Used in Hotel Room Descriptions

Terms such as "king bed," "double bed," "queen bed," and "twin bed" are commonly used to describe the types of beds available in hotel rooms. Familiarizing yourself with these terms will help you choose a room with the appropriate bed type that suits your comfort.

Understanding Room Size Specifications

Room size specifications indicate the square footage or the approximate size of a hotel room. Having an idea of the room size can help you gauge the space you will have and ensure that it meets your requirements.

Deciphering Bed Types and Arrangements

In addition to the terms used to describe bed sizes, it is important to understand the arrangements of the beds in the room. Some rooms may have a single large bed while others may have two smaller beds. Knowing the bed type and arrangement will help you choose a room that accommodates your specific needs.

Exploring Hotel Room Suites

There are not just many different types of hotel rooms but also many different hotel suites. In the world of corporate event planning, choosing the right hotel room suites can elevate the experience for your guests, particularly for executives, VIPs, and special attendees. Here, we'll explore various types of hotel room suites and offer insights into which ones are best suited for different guests:

  1. Executive Suites
  • Ideal Guests: High-level executives, VIPs, and keynote speakers.
  • Features: Executive suites are a pinnacle of luxury and comfort. These spacious suites often feature a separate living area, a well-appointed workspace, and upgraded amenities. They provide a private oasis for top-level executives who seek a serene environment to work and unwind.

2. Junior Suites

  • Ideal Guests: Mid-level executives, sponsors, and event organizers.
  • Features: Junior suites offer a step up from standard rooms, providing a small living area or semi-separate space. These suites are excellent for guests who appreciate a bit more room to spread out, conduct meetings, or entertain colleagues informally.

3. Presidential Suites

  • Ideal Guests: Distinguished guests of honor, celebrities, and high-profile clients.
  • Features: Presidential suites are the epitome of opulence. With spacious living and dining areas, multiple bedrooms, and often panoramic views, these suites are reserved for the most prominent figures in your corporate event. They offer an unparalleled level of luxury and are ideal for hosting private gatherings or meetings.

4. Ambassador Suites

  • Ideal Guests: Diplomats, government officials, foreign dignitaries.
  • Features: Ambassador suites are designed with a touch of sophistication and international flair. They usually include a dedicated office space, a dining area, and a comfortable lounge, making them suitable for guests with diplomatic or international roles who require a dignified setting.

5. Hospitality Suites

  • Ideal Guests: Networking hosts, sponsors, and event organizers.
  • Features: Hospitality suites are tailored for hosting small gatherings or meetings within the hotel. They often feature a living area and a meeting or dining space, making them perfect for networking events, private receptions, or hosting clients and partners in a relaxed, elegant setting.

6. Spa or Wellness Suites

  • Ideal Guests: Health and wellness professionals, and speakers on well-being topics.
  • Features: Spa or wellness suites focus on providing relaxation and rejuvenation. They may include features like private spa facilities, in-suite massages, and tranquil environments. These suites are perfect for guests who value self-care and want to unwind during the event.

7. Family Suites

  • Ideal Guests: Guests attending with family members or small groups.
  • Features: For attendees bringing their families or small groups, family suites offer the convenience of shared spaces and separate bedrooms. They ensure that guests can balance their professional commitments with family time during the event.
Bright and airy hotel suite at the Public Hotel in NYC with large couches and wooden coffee tables

Public Hotel

What Makes Suite Rooms Special?

If you're looking for a more indulgent experience, suite rooms are the way to go. These rooms boast an array of luxurious features and amenities that cater to guests who want to pamper themselves. From spacious layouts to high-end furnishings, staying in a suite room adds an extra touch of opulence to your hotel stay.

Imagine stepping into your suite and being greeted by a private balcony with a stunning view of the city skyline. You can enjoy a cup of coffee or a glass of wine while taking in the breathtaking scenery. Some suites even come with a fully equipped kitchen, allowing you to prepare your own meals and dine in style. After a long day of sightseeing, you can unwind in the plush seating area, complete with a cozy fireplace that adds warmth and ambiance to the room. And if you really want to feel like royalty, some suite rooms even offer a personal butler service, ensuring that your every need is taken care of.

When selecting hotel room suites for your corporate event, it's essential to consider the preferences and needs of your guests. Whether you're aiming to provide top-tier executives with the utmost luxury or seeking to accommodate various special requests, the right suite can contribute significantly to the overall success and comfort of your event. Remember that clear communication with the hotel staff and a thorough understanding of your guests' profiles will help you make the most suitable suite choices for your event's success.

Find your Next Hotel on The Vendry

Choosing the right hotel rooms for your corporate event can significantly impact the comfort and satisfaction of your guests. By understanding the needs and preferences of your attendees, you can ensure that each guest receives an appropriate and enjoyable accommodation experience. Remember to prioritize privacy, convenience, and luxury for your VIPs and executives, while also catering to the needs of your general attendees. The Vendry offers a streamlined and efficient workflow that helps in the venue selection process, saving you valuable time and effort. With our extensive database of venues and hotels, you gain access to a wide range of options, ensuring you can find the perfect fit for your event's unique needs. With careful planning and attention to detail, you can make your corporate event a memorable and successful one.

Need help planning your Portland Event? Find the top agencies and vendors for your next event!

Read More:
The Best Private Dining Rooms in NYC
The Best Private Dining Rooms in Orlando

The Best Private Dining Rooms in Los Angeles

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