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May 31, 2023

How to Host An Event At A Hotel

If you’re looking for a place to host a significant event, it’s hard to go wrong with a hotel. Popular event ideas for hotels include weddings, conferences, parties and more. At the Hotel at Arundel Preserve, our staff knows how to host an event to remember and we have all the resources and amenities to make it happen. 

Simplify the hotel event planning process with our step-by-step guide. From selecting a hotel venue to questions you should ask during planning, here’s everything you need to know.

Hotel Event Planning Checklist

There are many things to consider when choosing hotel venues for events and it’s essential to address every detail. Follow our hotel event planning checklist and questions to ask a hotel when planning an event to find the right venue for you. 

1. Establish a Budget

Your budget is one of the first things to remember when planning any event. Before looking for venues, you should assess your finances to determine how much you can afford to spend on the occasion.

 Break down your budget into categories like venue, decor, food, entertainment and more to determine how much you can spend on each item. Once you’ve put together a budget, you can start looking for hotel event packages that align with it. 

2. Determine Size and Layout

Another vital question to ask a hotel when planning an event is the exact size and layout of the event space. You’ll want to ensure the venue is big enough to accommodate all your guests but not overwhelmingly large. This will help you determine how many tables, chairs and other furniture you need. 

Many hotels have multiple event spaces of different sizes, so you can choose the one that works best for your needs. At the Hotel at Arundel Preserve, we offer 13 choices for event spaces so that everyone can find something that suits their needs.

3. Choose Catering

Food is a key part of any event, if not the main attraction. Most hotels offer in-house catering, but if your hotel doesn’t, you must arrange to bring outside food. You’ll likely need to communicate with the hotel to plan your food setup. Some hotels also have a preferred vendors list, which can be helpful as these companies have likely worked with the hotel many times before.

At the Hotel at Arundel Preserve, we offer a wide range of in-house catering options so you can provide guests with fresh, tasty food on-site. Be sure to read the menu thoroughly and check to make sure they are appropriate for the event’s theme and that we can accommodate dietary restrictions as necessary. 

4. Ask About Amenities

To make your event as welcoming as possible for your guests, check to see if the hotel offers any additional amenities that you can take advantage of. For example, the Hotel at Arundel Preserve offers free parking, shuttle transportation to nearby points of interest, complimentary WiFi and many other on-site amenities

5. Audiovisual Equipment

Many event ideas for hotels require audiovisual equipment. When looking for venues, determine what AV equipment you’ll need and see if they have it on-site. Many hotels offer projectors, speakers, microphones and lighting, but you must ensure they meet your requirements. If you bring your AV equipment, ensure your hotel has compatible hookups to support it. 

6. Accommodations

Depending on what type of event you’re hosting and where your guests are coming from, they may require overnight accommodations. Check to see if your hotel event venue offers group rates or other perks for guests wanting to stay overnight. The Hotel at Arundel Preserve has various rooms and suites and special offers are available for event guests. 

7. Location and Transportation

Location is another must-have to add to your ‘how to plan an event’ checklist. You’ll want to ensure your guests can comfortably get to the event using various transportation options. Ensure that the hotel is easily accessible from a major city, has on-site parking and is accessible by rideshare or local transit. The Hotel at Arundel Preserve is just a few miles from Baltimore and even offers complimentary shuttles to and from destinations within a five-mile radius. 

8. Staff and Service

Your hotel’s staff and customer service can make or break your event experience, so you’ll want to ensure they know how to host an event effectively. Be sure to check out reviews of the hotel, particularly from guests who hosted or attended events at the hotel. 

You’ll also want to ask directly about the staff’s experience with hosting events similar to yours. Ideally, your hotel should have team members with extensive event management experience available to assist you in the weeks leading up to the event. 

9. Insurance and Liability

Depending on the event you’re having, you may be required to purchase some form of insurance. Ask about the hotel’s liability policy when preparing for your event. You likely won’t have to worry about additional liability for smaller events, but you may need to take out a different insurance policy for more significant events. 

This insurance policy will cover any damages to the hotel or other issues that happen on the property during your event. If you must purchase an insurance policy, you must factor that in when budgeting for the event. 

10. Cancellation Policy

Event planners should always review the hotel’s cancellation policy to ensure you’re prepared for the worst. Although no one likes to cancel or reschedule an event, there are instances where it’s the best course of action. Double-check that the hotel’s cancellation policy is reasonable and that you can absorb any associated fees if necessary. 

Book Your Event at The Hotel at Arundel Preserve

Whether it’s your first or 50th event, having a hotel event planning checklist is always helpful. If you’re planning an upcoming event in the greater Baltimore area, consider hosting with the Hotel at Arundel Preserve in Hanover. 

Our hotel was built with events in mind and can accommodate everything from small gatherings to huge celebrations. We’ll take care of the logistics so you can focus on the fun stuff, like themes and learning how to host an event. Contact us today to learn more about our hotel event planning services or book a room!

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