25 Questions to Ask Before Booking a Conference Hotel

Before signing a conference hotel contract, ask about certified room capacity per layout, dedicated internet bandwidth, in-house vs external AV, F&B customisation options, cancellation and attrition clauses, sustainability certifications, and accessibility provisions. A hotel that answers all 25 questions fully is a hotel ready to host professional events.

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Capacity and Space Questions (1–7)

1. What is the certified capacity for each layout (theatre, classroom, cabaret, banquet)? 2. Can I see the floor plan with exact dimensions? 3. Are there pillars or obstructions affecting sightlines? 4. What is the ceiling height? 5. How many breakout rooms are available and at what capacity? 6. Is there a separate registration/networking foyer? 7. Can the room be blacked out for AV-heavy sessions?

AV and Technology Questions (8–13)

8. What is the maximum dedicated upload bandwidth in the conference room? 9. Is a hardwired ethernet connection available (not shared Wi-Fi)? 10. What AV equipment is included in the DDR vs charged separately? 11. Is there an in-house AV team or preferred supplier? 12. Is there an exclusivity fee for using external AV suppliers? 13. What is the backup plan if the internet connection fails?

F&B and Sustainability Questions (14–20)

14. Can you provide the DDR menu in advance? 15. Can dietary requirements be accommodated for all formats? 16. Is a plant-based DDR option available? 17. Do you hold a sustainability certification (Green Key, ISO 20121, EU Ecolabel)? 18. What is your food waste policy? 19. Can you provide a post-event sustainability report? 20. Are single-use plastics eliminated from your events offering?

Contract and Commercial Questions (21–25)

21. What are the exact cancellation penalty windows and percentages? 22. What is the attrition threshold and how is it measured? 23. What is your force majeure clause and what events qualify? 24. Can unused room nights be converted to event credits? 25. Is VAT included in all quoted rates?

Frequently Asked Questions

What should I check before booking a conference venue?

Check certified room capacity per layout, dedicated internet bandwidth, AV inclusions, cancellation and attrition clauses, sustainability certifications, dietary options, and accessibility provisions before signing any contract.

What is attrition in a hotel venue contract?

Attrition is the minimum number of room nights or revenue you must guarantee. If actual usage falls below the threshold, you pay a penalty for the shortfall. Always negotiate this below 80% and measure it on total spend rather than room count alone.

How do I ensure a hotel conference room has good AV?

Ask specifically about dedicated internet bandwidth (minimum 25 Mbps upload), hardwired ethernet availability, ceiling height for projection, and whether in-house AV staff are available on the event day. Request a technical site visit before signing.

What questions should I ask about conference hotel sustainability?

Ask for third-party certifications (Green Key, ISO 20121), their renewable energy percentage, food waste policy, single-use plastic commitment, and whether they can provide a post-event carbon report. Credible sustainable hotels welcome these questions.

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