Selection method of conference hotel 1. Make a list of options; A list of meeting places must be made, and all the important conditions required for the meeting should be indicated on the list. If the list is designed reasonably, it shows that the conditions of the hotel are good or bad, which will greatly facilitate the comparison and selection of various places. 2. Choose a suitable type of place; To choose a suitable meeting place, we must comprehensively consider the local available meeting resources, meeting procedures, expected number of participants, participants' background, the most important meeting purpose, objectives and participants' preferences. Hotels are divided into types and lots. When choosing a hotel located in the city center, the distance between the hotel and the airport (including whether the traffic is crowded) should be considered. If the participants are from China or the region, it is wise to choose such a hotel. Conference planning generally prefers to choose downtown hotels with complete facilities and functions in an ideal city, so that the accompanying families of the participants can have many activities to do. Located in the suburbs: This kind of hotel is very popular with local participants, who can drive there. Business Hotel: This kind of hotel, whether designed externally or decorated internally, as well as the advanced communication tools and business venues suitable for meetings (with specific business floors), generally fully embodies the connotation of efficient and fast modern business. The hotel can not only receive small meetings, but also large meetings. There is one or more multi-function halls, which are open 24 hours a day and have strong service ability. In addition, there are many Chinese and western restaurants, various shops, gyms, swimming pools and other facilities. Resort Hotel: This kind of hotel is usually built in a tourist resort or seaside, and its external design, garden planning and internal decoration fully reflect local characteristics, integrating leisure and entertainment. At the same time, with the development of society, resort hotels can also provide corresponding conference facilities, delicious food and various activities representing local and seasonal characteristics, which undoubtedly greatly facilitates conference units. 3. Matching of meeting types and locations; The best environment for holding training activities is an adult education place (a company's professional training center or a training point in a tourist resort) that can provide specialized personnel and facilities. R&D meetings need an environment conducive to meditation and inspiration (training centers or other quiet places are most suitable). Major awards and commendation meetings must be graded and attractive, and the purpose of the meeting is to reward outstanding performance. Trade fairs and new product exhibitions need to choose places with exhibition halls, and also require convenient transportation in several cities where the venues are located. 4. Matters needing attention in on-site inspection; Before considering going on-site inspection, check whether the preconditions have been met: the offeror accepts and agrees to all the items in the list of meeting names; The quotation room should be a better one in the shortlist; Basically accept the terms of the contract drawn up by the offeror. Visit the scene in person. Pay attention to the following five points in on-site inspection: meet people who can make decisions. This will help to solve the possible transaction problems in the future; Whenever possible, be sure to visit on the date suggested by the other party. It is best not to go when the hotel is full, because it will cause direct expenses to the hotel; Don't visit the hotel again for personal reasons, and don't bring your family; Think about whether it is better to make an unannounced visit to the hotel as an ordinary guest or inform the hotel in advance as a VIP to check how the hotel receives VIPs. Consider a hotel as an "alternative" conference budget: transportation costs: transportation costs from the starting point to the conference site-including flights, railways, highways, passenger ships, and transportation costs from destination stations, airports, docks to accommodation. Transportation expenses during the meeting-mainly the transportation expenses of the meeting place, including transportation from the accommodation to the clubhouse, from the clubhouse to the dining place, from the clubhouse to the business exchange place, business investigation and other scheduled transportation that participants may use. Farewell to traffic and return to traffic-including flights to airports, stations and ports, railways, highways, passenger ships and accommodation. Conference room/conference hall fee: conference venue rent-usually, the rental of the venue already includes some common facilities, such as laser pen, sound system, tables and chairs, podium, whiteboard or blackboard, oil pen, chalk, etc. , but some unconventional facilities are not included, such as projection equipment, temporary decorations, booths, etc. When it is necessary to install non-podium speaking lines, additional budget may be required. Rental expenses of conference facilities-this part of the expenses is mainly used for renting some special equipment, such as projectors, laptops, mobile devices, etc. Simultaneous translation system, venue display system, multimedia system, video recording equipment, etc. When renting, you usually need to pay a certain security deposit, and the rental fee includes the technical support and maintenance cost of the equipment. It is worth noting that when renting equipment, you should make specific requirements for various performance parameters (usually you can consult a professional conference service company to get the most suitable cost performance), otherwise the meeting may be affected. In addition, the rental price of these conference facilities may vary greatly depending on the brand, place of origin and the degree of old and new. Site layout fee-if it is not a special requirement, this part of the fee is usually included in the site rental fee. If you have special requirements, you can consult with professional conference service providers. Other support costs-these usually include advertising and printing, etiquette, secretarial services, entertainment and health care, transportation and warehousing, media, public relations, etc. Based on the temporary nature of these supports, if the conference organizers seek support from these industries alone, the cost may be higher than the market price. If a professional conference service provider acts as an agent, it will get relatively low-cost and professional support. For these individual service support, the organizer should explain the requirements in as much detail as possible and sign individual service agreements. The cost of accommodation should be very understandable-it is worth noting that some of the prices in accommodation are full price, while some prices need to pay extra government tax. Accommodation may be one of the main expenses of the meeting. Looking for a professional exhibition service provider can usually get a better discount. The normal accommodation fee is not only related to the hotel's star standard, room type and other factors, but also related to the services open in the room, such as long-distance communication in the room, washing and changing clothes, mini-bar drinks, one-time laundry, Internet, fruit provision and other services. The organizer of the conference should specify the service items and scope that the hotel should close or open. Food and beverage expenses: Breakfast is usually a buffet, but it can also be eaten around the table, and the expenses can be calculated according to the number of people (however, considering the particularity of meeting dining and the preparation of raw materials, the estimated number of people eating cannot be different from the actual number of people eating 15%, otherwise the restaurant has reason to refuse to settle accounts according to the actual number of people-but charge according to the predetermined number). Chinese food and lunch are basically meals, and the number of people can be budgeted-buffet, according to the table. If the organizer wants the drinks to be purchased by himself instead of provided by the restaurant, the restaurant may charge a certain service fee. Drinks and service charges Usually, if you eat in a restaurant of a high-star hotel, the restaurant will refuse the organizer to take drinks away. If drinks can be taken away, restaurants generally need to add a service charge. When holding a conference banquet in a high-star hotel, a service charge of about 15% is usually added on the basis of the basic consumption level. The cost of tea breaks at the venue is basically budgeted according to the number of people. When making a budget, you can put forward different food combinations at different time intervals. The price of tea break informed by the organizer usually includes the service personnel fee, and if the organizer needs non-procedural services, an extra budget may be required. Generally speaking, tea breaks can be divided into two types: western coffee, black tea, western snacks and fruits, while Chinese tea breaks are mainly boiled water, green tea or scented tea, fruit tea, coffee, fruits and snacks. In fact, the budget of a social reception/dance may be more complicated than a separate banquet. As long as the meal labels and scales are set, the budget is very accommodating to audio-visual equipment: unless it is held outdoors, the cost of audio-visual equipment is usually negligible. If we have to do it outdoors for the effect of public relations, then the budget of audio-visual equipment is more complicated, including: the rental cost of the equipment itself, which is usually calculated by the day. Equipment transportation, installation, debugging and control technical personnel support costs can be entrusted to the exhibition service provider. Audio source-mainly background music and entertainment music. Organizers can bring their own music or entrust acting actors and programs. Usually, the calculation program can be selected according to the number of times. The budget amount is usually positively related to the difficulty of program performance and the number of participants. If there is a fixed performance in the right place, the budget is very simple, which is positively related to the number of people watching the performance-except for the special performance or chartered flight. Others-snacks, fruits, mixed wine. Miscellaneous expenses: Miscellaneous expenses refer to the expenses arising from some temporary arrangements during the exhibition, including printing, temporary transportation and loading and unloading, souvenirs, modeling and etiquette services, temporary props, fax and other communications, express delivery services, temporary health care, translation guidance, temporary business vehicles, remittance, etc. The budget of miscellaneous expenses is difficult to plan, and unforeseen expenses can usually be added to the budget of conference expenses as a mobile means. So, what's the difference between the exhibition budget and the conference budget? There are similarities and differences between the exhibition budget and the conference budget. Same place: accommodation, catering expenses, business investigation expenses (if there is an investigation plan). Off-site: exhibition venue rental, exhibition layout, transportation and storage of exhibits, small press conference or reception. Rental of exhibition venue: If the exhibition is held in a fixed exhibition venue, the rental budget of the exhibition venue is usually calculated according to the booth. The international standard booth area is usually 3m×3m, and the partition height is between 2.3m and 2.5m. The standard facilities include spotlights, chairs, data sheets and power supplies. Exhibition hall owners usually have the following equipment for rent: exhibition stands, audio-visual equipment, multimedia equipment, decorative supplies, small handling tools, etc.