Ensuring the comfort and convenience of your guests is paramount to the success of any event. That’s why we’re here to share some essential accommodation and travel tips to help make your attendees’ experience is as seamless and enjoyable as possible.
Plan Ahead:
One of the first considerations for event attendees is finding suitable accommodation. To ease the process, consider negotiating special rates or room blocks with nearby hotels or accommodations. Providing attendees with a list of recommended hotels, along with booking links or contact information, can streamline the booking process and ensure they secure comfortable lodgings close to the event venue.
Consider Proximity:
When selecting accommodation options, prioritise proximity to the event venue. Attendees will appreciate being within easy reach of the event, minimising travel time and hassle. Additionally, choosing hotels with convenient access to public transportation or shuttle services can further enhance the overall attendee experience, particularly for those travelling from out of town.
Transportation Options:
Make it easy for attendees to navigate their way to the event venue by providing comprehensive information about transportation options. This includes details on public transport routes, parking facilities, and ride-sharing services available in the area. Consider creating a dedicated webpage or information pack with travel tips and directions to help attendees plan their journeys effectively.
Travel Discounts:
Explore partnerships with transportation providers to offer discounted rates or special deals for event attendees. This could include discounted train fares, airport shuttle services, or rental car discounts. By providing cost-effective travel options, you can incentivise attendance and alleviate some of the financial burden for your guests.
Local Insights:
Enhance the attendee experience by offering insights into the local area and attractions. Recommend nearby restaurants, landmarks, and points of interest for attendees to explore during their downtime. Consider organising group outings or networking events at local hotspots to give attendees a taste of the destination’s unique culture and charm.
Networking Opportunities:
Accommodation arrangements can also play a crucial role in facilitating networking opportunities among attendees. Consider hosting networking events or social gatherings at designated hotels to encourage interaction and collaboration outside of formal event activities. Providing comfortable and inviting spaces for attendees to connect and unwind can enhance the overall event experience and foster lasting connections.
Accessibility:
Accessibility should be a top priority when selecting accommodation and planning travel arrangements for event attendees. Ensure that all chosen venues and transportation options are accessible to individuals with disabilities or special needs. Provide information on accessible facilities and services to assist attendees in navigating the event with ease and dignity.
Creating comfortable experiences for event attendees requires careful planning and consideration of their accommodation and travel needs. By prioritising convenience, communication, and accessibility, you can ensure that attendees feel valued and well-cared-for throughout their event journey. At EMS we’re dedicated to helping you create memorable and hassle-free experiences that leave a lasting impression on your guests.