English Rose Hotels

Planning, organising and conducting a conference or event can be both rewarding and challenging.

There will be lots of hard work, but the experience and the end result is always worth it. The following information is based on our years of experience and contains some useful tips and guidelines of things to think about when planning your event with English Rose Hotels.

Basic Requirements

The amount of planning and organising usually depends on the size conference you are holding. So that you can find the best venue to suit your needs you need to consider the following questions:

• What kind of event am I planning?
• When will the conference or event take place?
• How many delegates or guests are attending the event?
• What kind of space do I need?
• What’s my budget?

Once you have the answers to these questions you can then use the venue finder on this site to source the ideal location for your event or, if you prefer, call the conference co-ordinator at your preferred hotel who will be happy to discuss your options with you.

Equipment and Facilities

Another critically important part of any conference or event, especially in today’s modern world, is what kind of facilities will you require. Everything should be considered, from the number of power points required through to AV equipment such as LCD projectors, screens, sound and lighting.

Types of equipment & facilities you may require;

• Natural daylight / Effective blackout
• Air conditioning
• Mains power points
• Telephone points and dedicated lines
• Network points
• Broadband access
• Wifi access
• LCD projector
• Overhead projector and Flip Charts
• Projector screens
• Plasma/LCD flat panel displays
• Programmable/controllable lighting
• PA systems
• Dance floors
• Entertainment e.g. Disco, Band, comedian etc. Live time video conferencing Interpretor Disability management Dedicated Business Centre

Determine ahead of time what equipment and facilities you will require, and ensure that your English Rose Hotels conference co-ordinator is made aware as soon as possible. Once rooms and equipment are assigned, it is often wise that a member of you support staff make sure that equipment is in place and operational before your conference or event begins. For larger conferences or events it is also advisable to have a member of you support staff on hand during proceedings who to be a dedicated trouble shooter.

Overnight Accommodation for your Delegates or Guests

For conferences or events that are scheduled to run over 8 hours you will need to consider overnight accommodation for your delegates or guests. As you would expect, English Rose Hotels provide a variety of beautifully appointed accommodation – from standard rooms through to executive suites – to suit all budgets.

If you require overnight stays for your event or conference, you will need to provide an estimated number of delegates or guests needing accommodation, and the type of accommodation they require, at the time of your enquiry.

On confirmation of your event you will be asked to provide a rooming list detailing your accommodation requirements. Accommodation can be paid for on a group or individual basis, but all bookings should be made through the conference or event organiser to ensure both parties are aware of all bookings. Bookings will be confirmed on receipt of an agreed deposit.

Food, Refreshments & Dining

Everything from well-planned banquet menus through to conference snack breaks are critical to a successful event. Consult your English Rose Event Co-ordinator with all your requirements; determine what kind of menus, light bights or refreshments are required, and discuss the budget available to you for this area.

For banquets or dinner parties, take advantage of our excellent banqueting and private dining facilities. Take some time to look through the standard packages and menus viewable on this site or discuss your individual requirements with your English Rose Event Co-ordinator who will be happy to arrange bespoke menus to suit your specific tastes and requests.

For meeting and conferences, strategically scheduled snack breaks and time-outs, with tea, coffee, cold drinks, fruit or pastries, can add a touch of class to your event. These are not expensive options and are included in some of our package deals. Always make sure that time is allotted for breaks, allowing delegates to network and take on refreshments.

When discussing your requirements for food refreshments and dining be sure to bear in mind any special dietary considerations your delegates or guests may have.

Other things you may like to consider for your delegates or guests are free bars, drinks vouchers, drinks packages and drink receptions. Ask your English Rose Event Co-ordinator for further details.

Entertainment

Depending on the size and type of event you are planning, you may decide to provide some form of entertainment for your delegates or guests. As described above, private dinners and banquets themselves provide a welcome rest bite from a hard days work. Follow this with a traditional disco, live band or perhaps an entertainer and you’ll create a real night to remember.

For events spanning several days, you may decide to offer optional activities for delegates or guests to attract more attendees. Such activities may include; quizzes, group outings to local attractions or team building activities. Although referred to by many as ‘jollies’ such events are terrific for team moral and offer excellent opportunities for networking. Not just this but breaks away from the main event can help everyone recharge and refocus. Speak to your English Rose Event Co-ordinator for further details on entertainment options.

Finally

As a conference or event organiser you are providing a much appreciated service. YES, it does involve a lot of work, but if you plan ahead and consider all the above suggestions, you’re sure to host a successful event and enjoy the experience just as much as those who attend.

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