Conference Hotels for Hire in London

Hotel Conference Venues Hire Guide

Here’s some of the key things to keep in mind while browsing for the perfect conference hotel for hire in London:

• Budget and guests – Here at Tagvenue, we offer you a variety of ways to filter the highest rating event spaces in hotels, such as price, size, location, and seating plans. The two most important factors to begin with however are your budget and number of guests as this will determine what kind of venues you can look at, as well as help put you on the front foot with your organising.
• Pick your seating preference – Hotel venue managers typically do their best to conform to a variety of seating preferences (or standing mingles) to ensure that your conference goes without a hitch. Whether you’re looking for the traditional boardroom setup or maybe more of a classroom theme, we can help you find the best conference hotel for your needs.
• Location, location, location – Traffic, amenities, and proximity to points of interest are all something that you need to keep in mind when choosing a conference venue. Are your guests arriving via car? Maybe by train or plane? Have a look at our map and find the hotel that works best for your guests geographically.
• Accommodation - If you have guests travelling from afar and needing a place to stay for the night then it’s especially important to think about hiring conference facilities with accommodation. This will put your guests minds at rest and ensure they have a comfortable and convenient space to relax and stay the night.

Checklist for a Stress-Free Event at a London Hotel Conference Venue

Organising a successful event at a conference hotel in London requires thorough planning and attention to detail. While the grandeur of the city setting can elevate your conference, avoiding logistical hiccups is key to a smooth and stress-free experience for you and your attendees. This checklist guides you through all the essentials, from the initial venue selection process to ensuring seamless execution on the day!

Defining Needs and Selecting the Venue

The first order of business is defining your conference's core requirements. Determine attendee numbers, preferred locations, budget constraints, catering preferences, and technological needs. Thoroughly research potential London venues that suit your criteria on our platform, paying close attention to amenities, capacity, and atmosphere. If you want to make sure your chosen hotel conference room is suitable for your event, it might be a great idea to schedule site visits to evaluate each shortlisted space in person. Additionally, we recommend contacting the venue manager to clarify policies on cancellations, payments, and additional fees. For more tips on picking the right hotel venue, check out our blog post on how to choose a conference venue.

Logistics & Planning

After securing your hotel event space, the next step is to plan your event's logistics in detail. Create a checklist of all arrangements that need to be finalised:

• Catering: Hotels for conferences offer top-notch catering services, but make sure to discuss menu options, dietary restrictions, and serving times with the hotel's catering team.
• Audiovisual Equipment: Confirm with the venue that all necessary AV equipment, such as a projector, microphones, and screens, will be available for your event. It's also important to inquire about any additional fees associated with the use of this equipment to avoid any surprises in your final bill.
• Transportation: Coordinate transportation for attendees if needed, whether it's shuttle services from airports or arranging parking for those driving to the event.
• Accommodation: If needed, book on-site rooms for out-of-town conference attendees and speakers as early as possible.
• Guest Speakers: Are you inviting guest presenters and moderators for your hotel conference? If so, request their bios, headshots, presentation files, and any technical requirements well in advance.

Establish a Solid Timeline

Develop a detailed schedule working backwards from your target dates. Set deadlines for crucial tasks like speaker confirmations, registration setup, and accommodation bookings. Maintaining a clear timeline will help your team stay organised and on track when planning a conference in London! In addition, include buffer time in your timeline or create a contingency plan to prepare for unexpected delays or issues that may arise.

Craft an Impactful Agenda

Design an agenda that maximises attendee engagement and aligns with the event's objectives. Consider incorporating activities like panel discussions, Q&A sessions, and breakout sessions. Remember to schedule breaks and meal times to ensure attendees stay energised and focused.

Delegate and Communicate Effectively

Don't try to do everything yourself! Assign responsibilities to your team based on skill sets. Additionally, schedule regular check-ins with all stakeholders to ensure everyone remains informed and on the same page.

Gather Meaningful Feedback

Collect feedback from attendees through surveys or post-event evaluations to gauge the success of the event and identify areas for improvement. Use this feedback to make subsequent conferences even more impactful.

With thorough preparation and strategic planning using this checklist as your guide, you can confidently host a stress-free and truly memorable conference experience in London. Relax and enjoy the results of your team's diligent efforts!

Leveraging Hotel Amenities for Enhanced Conference Experiences

When planning a conference in London, selecting a hotel venue isn't just about finding a room to gather in; it's about creating an immersive, enriching experience for your attendees. Leveraging hotel amenities can significantly enhance the conference experience, making it memorable and more impactful. Here's how to make the most of the facilities and services offered by conference hotels in London:

• Advanced Technology Access: Utilise the hotel's advanced technology and AV equipment to make presentations more engaging. Many hotels offer high-speed internet, state-of-the-art sound systems, and large projection screens. Confirm these provisions in advance and consider incorporating live streaming to reach a wider audience.
• Exclusive Dining Experiences: Capitalise on the hotel's dining facilities and offer your attendees an exceptional culinary experience. Arrange for private dining rooms for VIP guests or networking dinners. Work with the hotel's chefs to curate menus that reflect London's diverse culinary scene, offering a taste of local and international cuisine.
• Wellness and Recreation: Conference days can be long and demanding. Highlight the hotel's wellness amenities to your attendees, encouraging them to use the gym, spa, or swimming pool for relaxation and rejuvenation. Schedule yoga sessions or guided meditation breaks to promote mindfulness and well-being.
• Customisable Spaces: Use the hotel's flexible event spaces to create breakout areas, exhibition halls, or quiet zones. These spaces allow for more personalised interactions and accommodate workshops, product demonstrations, or informal networking.
• Accommodation and Room Blocks: Ensure your guests have a seamless experience by managing room blocks efficiently. Negotiate rates for attendees and facilitate the booking process. Highlight the variety of rooms available, catering to different preferences and budgets, to ensure a comfortable stay for everyone.
• Concierge Services: Inform your attendees about the concierge services available at the hotel. Whether they need transportation advice, restaurant reservations, or tips on exploring London, the concierge can enhance their overall experience and make their stay more enjoyable.
• Sustainable Practices: If sustainability is a core value of your conference, select a hotel that practises environmental stewardship. Promote the hotel's green initiatives, such as waste reduction, energy efficiency, and sustainable catering options, to align with your conference's ethos.
• Cultural Engagement: Leverage the hotel's connections with local cultural institutions to offer unique off-site experiences. Arrange guided tours, theatre visits, or art exhibitions to enrich the conference agenda and provide a deeper understanding of London's rich heritage.

By thoughtfully integrating hotel amenities into your conference planning, you not only enhance the attendee experience but also add value to your event. These touches of comfort, convenience, and engagement can transform a standard conference into an unforgettable gathering, fostering meaningful connections and leaving a lasting impression on all participants.

Navigating Dietary Needs: Catering Options in Conference Hotels

When organising a conference in a London hotel, catering to the diverse dietary needs of your attendees is not only thoughtful, it's essential. Offering various dietary options ensures that all participants can enjoy the conference without worrying about their meal choices. Here’s how you can navigate dietary needs effectively:

• Understanding and Collecting Dietary Requirements: Include a section on dietary preferences in your registration form. Ask attendees to specify any dietary restrictions, such as vegetarian, vegan, gluten-free, halal, kosher, or allergies. This proactive approach allows you to gather necessary information before the event.
• Communicate with Your Hotel Early: Once you have a clear picture of the dietary needs, communicate this information to your chosen hotel's catering team as early as possible. It gives the kitchen ample time to prepare and adapt their menu offerings to meet these requirements.
• Offer Diverse Menu Options: Work with the hotel to ensure that the menu for your conference is varied and inclusive. A good rule of thumb is to include at least one vegetarian or vegan option in each course. For buffets, clearly label dishes and provide a range of choices that cater to different dietary needs.
• Specialised Menus and Chefs: Some conference hotels in London may offer specialised menus or have chefs skilled in preparing meals for specific dietary requirements. Explore these options during your planning phase. These bespoke services can elevate the dining experience for your attendees, making your conference stand out.
• Tastings and Adjustments: Arrange a tasting session with the hotel to sample the proposed menu, especially the dishes designed for specific dietary needs. It is an opportunity to make any necessary adjustments and ensure that the quality and taste meet your expectations.
• Continuous Communication: Keep the lines of communication open with both the hotel and your attendees. If any attendee has a severe allergy or an extremely restrictive diet, consider discussing their needs directly with the hotel's chef to ensure their safety and satisfaction.
• Feedback for Future Planning: After the conference, gather feedback from your attendees regarding the catering, specifically asking about dietary accommodations. This feedback is invaluable for future event planning and helps improve the overall experience.
• Educating Attendees: Inform your attendees about the diverse catering options available at the conference through your event's website, emails, or event app. Knowing their dietary needs have been considered will put them at ease and contribute to a more enjoyable conference experience.

Maximising Networking Opportunities in Conference Hotels

When hosting a conference in a London hotel, facilitating networking among attendees can significantly enhance the overall experience and value of the event. Hotels offer great opportunities and settings that, when effectively leveraged, can foster meaningful connections and engagements. Here’s how you can maximise networking opportunities in conference hotels:

• Strategic Venue Selection: Choose a hotel with versatile spaces conducive to networking, such as comfortable lounges, open terraces, or bars. These areas should allow people to gather informally before, during, and after the official program. A hotel with a distinctive atmosphere or a central location can also spark interest and make the networking experience more memorable.
• Tailored Networking Sessions: Integrate structured networking sessions into your conference agenda. These can be speed networking, roundtable discussions, or industry-specific meetups. Collaborate with the hotel to use their spaces creatively - breakout rooms for focused discussions or the garden for a more relaxed setting can add variety to the networking experience.
• Technology to Connect: Utilise event apps or social media platforms to facilitate connections before, during, and after the conference. These tools can help attendees schedule meetings, share profiles, and join interest-based groups. Some conference hotels may offer their digital platforms or partnerships with tech providers to enhance this aspect of your event.
• Themed Breaks and Social Events: Plan themed coffee breaks, cocktail hours, or galas that align with the conference topics or celebrate London's culture. These social events encourage attendees to mingle in a more relaxed atmosphere. Ask the hotel about their catering options or special packages that can add a nice touch to these gatherings.
• Interactive Workshops and Activities: Organise workshops or activities that require collaboration and interaction, such as team-building exercises or problem-solving challenges.  Depending on the hotel's facilities, these can be indoor or outdoor, and should be designed to mix participants from different backgrounds or industries to stimulate diverse connections.
• Networking Ambassadors: Identify and brief a group of networking ambassadors from various sectors represented at the conference. Their role would be to facilitate introductions, guide discussions during networking sessions, and help connect attendees with mutual interests.
• Personalised Welcome Packs: Provide welcome packs that include the conference materials and information on networking opportunities throughout the event. Include maps of the hotel highlighting areas ideal for networking, a schedule of networking sessions, and tips on making the most of these opportunities.

Additionally, check out 9 Inspiring Ideas for Your Next Networking Event!

FAQs about Conference Hotels in London

How much does it cost to hire a hotel conference room in central London and beyond?

More commonly, hotel venues work on a hire fee. This can be further split into a per day/evening fee or simply per session, but this can be an excellent option if you’re not sure how many participants will visit. The hire fee rates for hotel conference spaces range between £500 to £8000 hire fee per day. You can also opt for a per conference delegate package model, with many locations charging per person price. This can be ideal if you’re expecting a smaller number of participants for private conferences, with rates ranging between around £30 but rising to £80, depending on location. (All data from Tagvenue.)

Which parts of London have the best hotels for a conference?

While your inclination may be to head straight towards central London, there’s also a huge range of conference hotels near London, or in the suburbs that are well worth a look. With many hotels providing modern amenities mixed with a dash of old-world class, you can’t go wrong with hotel venues around Marylebone with its slew of easy railway link options to ensure your guests get to where they need to be on time. Looking for something south of the Thames with a view of Westminster? Check out hotels near western Waterloo by Archbishop’s Park and Jubilee Gardens. Eastern St. James and the area around Charing Cross also provide a variety of hotels with conference facilities, putting your guests a stone’s throw from Piccadilly and the beating heart of London. If you’re looking for something away from the crowds, areas of West London and Heathrow Airport have some of London’s best convention hotels, alongside more relaxed conference venues in residential areas.  

Will there be hotel staff on hand to help with the running of the conference?

Most hotels will have dedicated staff to help with your conference and take away the stress of finding your own staff or organising everything yourself. This includes anything from serving and clearing food, setting up the main conference space, or installing technical equipment, while providing maintenance and support during the event.

Do London conference hotels offer rooms for out-of-town guests?

One of the main advantages of booking a conference room in a hotel is that it does indeed provide accommodation for travelling guests. Keep in mind however that the hotel is also open for public use and attendees should be encouraged to book early with the hotel so as not to miss out. In certain cases, you may be able to ask who needs accommodation prior to the event and include the prices of their rooms in the overall event space package.