Meetings & Events
PHG Hotels helps meetings and group events guests by offering a dedicated meetings professional to give you one-on-one assistance throughout your planning and event process.
At PHG Hotels, most of our hotels have the facilities and services ideally suited for your groups and offer simple, bundled pricing. Just contact the hotel you choose and the options you need and our hotel we’ll get right back to you with a quote.
Planning successful meetings and events involves more than simply choosing the right venue. Meeting room setup is key to creating energy, focus, and collaboration. As always, PHG Hotel staff is on hand to help you determine the best setup for your meeting needs.
When planning your meeting room setup, it’s important to request meeting space diagrams from your contact and ask about pillars or obstructions in the space, as well as whether the walls are soundproof.
Remember, every hotel is different. Some setups may not be possible in every room at every location. And many hotels have special options for unique spaces or setups that will meet the needs of your event, so be sure to ask your event manager or hotel contact for additional ideas.
Initial Steps
It’s important to have key aspects of your meeting or event defined before beginning the request for proposal (RFP) process. The more detailed your RFP, the more relevant the proposal from the hotel will be, and the more helpful your PHG Hotels sales representative can be in designing an event that meets your needs.
Determine what your basic meeting requirements are, including dates, location and number of attendees. Tip: If you have flexibility with your dates, let the hotel know in your RFP. Hosting your meeting during a hotel’s slow period can help lower the cost.
Estimate how many attendees will need guest rooms during your meeting and how many attendees you will have overall. The more guest rooms you require, the more negotiating power you’ll have when it comes to your final contract.
Tip: Think about upgrading the experience for your VIP attendees by booking them in our upgradeable rooms. Delta Airline Diamond Medallion Members would qualify for a free upgrade ( based on availability ). Ask your hotel representative for more information.
Define the nature of your meeting and its objectives. Is it a networking event? A training? A brainstorming or ideation session? A celebration or promotion? Having clarity about the purpose of your event will help ensure that your sales representative’s recommendations are well aligned with your needs.
Draft a preliminary agenda. This will help you think through your needs for meeting rooms, food and beverage, and entertainment.
Set a budget and think through what it will cover versus what attendees will be responsible for covering themselves.
