Planning a Chicago conference? Learn what to look for in a conference hotel, including location, meeting spaces, amenities, accessibility and cost.
If you’re planning a conference, trade show or other event in Chicago, there are a lot of moving parts you’ll need to consider: meeting spaces, accommodations, meals and, of course, the hotel itself.
The venue you choose will have a major impact on your event. As you consider your options, ask yourself the following questions to help you determine if a hotel is right for your needs.
What Part of Chicago Should the Event be Held?
Location is one of the first things you’ll need to consider when choosing a conference hotel. Your attendees may be coming from all over the city or from out of town, so you’ll want to choose a location that makes sense for everyone.
A hotel that’s too far out of the way will be frustrating for attendees to reach, especially for out-of-towners who have never been to Chicago before. A centrally located hotel makes it easy for all attendees to get to the event.
Located in the heart of downtown Chicago, The Loop is especially convenient, putting attendees close to public transportation, restaurants, shops and some of Chicago’s top attractions to explore during free time.
How Many Guests are Attending?
The number of guests attending will have a major impact on almost all aspects of your planning process. Planning for a one-day meeting with 50 people will be a much different process than planning for a multi-day conference with hundreds of attendees from all over the country.
Attendees staying for multiple days will need convenient accommodations. That’s where conference hotels have a huge advantage over other venues like convention centers.
Attendees will be able to stay at the same hotel where the conference takes place. There’s no need to coordinate transportation between hotels and event venues, because the event will be in the same building.
Some hotels offer special deals when you book a large block of rooms. Always ask before booking to get a better idea of how much a venue will actually cost, and whether there’s enough rooms for everyone to stay.
What Conference Spaces Does the Hotel Offer?
Not all hotels have conference spaces that are suitable for every type of event. Even if a hotel has meeting spaces, they may not be the best fit for the event you’re planning.
Before booking a property, consider how you’re planning to use meeting spaces:
- Are you hosting large presentations or receptions for the whole group?
- Do you need separate rooms for breakout sessions, panels or workshops?
- Is there space for registration and meals?
Ask potential hotels about their available rooms, including seating capacities and accessibility. You’ll also want to ask about audiovisual equipment and power outlets for presentations.
Getting a clear picture of available spaces will help you determine whether a potential hotel’s layout will work for your schedule and attendees.
How Easy is it for Attendees to Get to the Hotel?
Whether your attendees are locals who are driving into the city, or out-of-towners who are flying into O’Hare or Midway, you’ll want to make sure the hotel is easy for everyone to reach.
Consider a potential hotel’s proximity to public transportation, major roads and airports. Chicago’s “L” train and bus networks are extensive, especially downtown, giving your attendees flexibility in traveling to and from the airport and local attractions.
For attendees who are driving, convenient parking also matters. Make sure that on-site parking or nearby parking garages are available before booking.
What Amenities are Offered Besides the Conference Room?
Remember, your attendees will need places to eat, relax and socialize outside of scheduled sessions. You’ll want to ensure that the hotel provides amenities and services that will make a multi-day event more comfortable.
Think about:
- Catering and dining options
- Parking
- 24-hour front desk service
- Complimentary Wi-Fi
- Fitness center
- Same-day and overnight dry cleaning service
You should also consider the spaces attendees will use between sessions. Comfortable common areas, lounges and dining spaces will give attendees opportunities to stick around and network.
How Comfortable are Guest Rooms?
It’s easy to focus on meeting rooms when you’re planning a conference. But don’t forget that your attendees will be spending hours at the hotel outside of scheduled sessions.
Consider the quality of guest rooms, common areas and dining spaces. If most of your attendees are traveling a long distance to attend your event, a comfortable place to relax at night can make a huge difference in their overall experience.
If you’re looking to make an even better impression, consider booking a memorable historic Chicago venue with fantastic views of the city or Lake Michigan. It’ll help turn your conference from a series of meetings in a generic space into a truly memorable event.
What is the Full Cost?
Price is obviously an important consideration, but the meeting room rate alone won’t tell you how much your conference will cost.
When comparing hotels, look at the total cost of hosting your event, including:
- Meeting room fees
- Guest rooms
- Catering packages
- Transportation and parking
- AV equipment
Some hotels offer special deals, such as discounts on room blocks or special packages for catering. Always understand what’s included and what will cost extra before booking. A hotel with a slightly higher upfront cost may ultimately be a better value if it includes more of the services you need.
Your Final Steps
If possible, tour the hotel before making a final decision. Walk through meeting spaces and common areas to help you determine if the property is right for your needs. A list of amenities may look good on paper, but will they actually work for your attendees?
Be sure to ask about anything that wasn’t clear from the website or your tour before booking.
Hold Your Next Event at Congress Plaza Hotel
Located in the heart of downtown Chicago, Congress Plaza Hotel offers multiple meeting venues in one of the city’s most iconic historic hotels.
With panoramic views of Lake Michigan, comfortable guest accommodations, exceptional service and a convenient location in the heart of downtown Chicago, Congress Plaza Hotel could be the ideal space for your next conference, trade show or event.
Explore our meeting spaces and get in touch today.
