How to promote a conference room


event marketing event planning social media by Osman Sheikh on Jul 5, 2013

  • Use Social Media. Promoting your conference using social media is a no-brainer. Social media allows you to communicate with people who would be interested in your conference with ease.
  • Start Early. Start planning and promoting your conference as early as you can. This gives attendees more exposure to your conference and more time to prepare for it.
  • Blog. Blogging is a great way to keep people updated on your conference. You should blog about your conference and about the industry.
  • Leverage Your Sponsors. Most conference planners know that allowing companies to sponsor your event will give you a larger budget, but the promotional benefits of a sponsorship are often overlooked.
Here are our top 6 tips:
  1. 1/ Take advantage of marketplaces.
  2. 2/ Optimize your website for search engines AND people!
  3. 3/ Make meeting rooms easily bookable through your website.
  4. 4/ Present your meeting rooms interactively.
  5. 5/ Treat meeting rooms as a separate service.
  6. 6/ Public events, promotions and pro-bono.
Nov 15, 2018

How do you market a conference room in a hotel?

The Best Hotel Conference Room Marketing Strategies 1 Connecting to Businesses. If you want to market your hotel as a conference center, you can’t just remodel or provide excellent services and hope people will come. 2 Advertising Strategies. … 3 Conference Center Amenities. … 4 Good Experiences. …

How to promote your conference center?

At The National Conference Center, meeting space with natural lighting is becoming more important to planners as they learn to respect their attendees’ needs for a view of the outdoors. 4. Highlight the bonuses in your conference center marketing.

Should your conference center have pictures in its meeting rooms?

Eisenstodt is an advocate that conference centers should have pictures with people in them, rather than just empty meeting rooms. She also recommends not hiding a room’s view with drapery, but to show off the view. Joan says, “Respect the learner – they may want to be outside, but that doesn’t mean they aren’t engaging.”

How can I make meeting rooms more accessible to the public?

Sometimes people need to book a meeting room urgently or it’s late in the evening and they need a room for the next morning. A good way to achieve this is to expose the live availability of your meeting rooms to the public and allow people to directly make a booking.


How do you promote a meeting space?

Promote your meeting space on social media. Use websites such as YouTube and Vimeo to post videos of your space so potential clients can get a good look at the size and layout. If permitted by the client, take a few pictures at events and post them to your Facebook and Twitter pages.

How do you increase sales in a meeting room?

Let’s take a look at the ways that can help in maximising your meeting room sales.Move beyond corporates. … Adopt co-working culture. … Invest in advance gadgets. … Focus on providing experience. … Ease-out the booking process. … Use SEO to be in search results. … Advertise on social media. … Promote with banquet halls.More items…•

What makes a great conference room?

“A meeting area that’s comfortable stylish and fully equipped will help you communicate better and build relationships,” notes Gaiku. “It can effectively lead to attracting clients or finalizing deals.” Or, we might add, brainstorming the Next Big Thing. You’re there to work, so you want a results-oriented environment.

What is the importance of the conference room?

Focus: a conference room creates a quiet environment without distractions, which allows everyone in the room to focus. Not only that, but you’ll be able to hear one another, too. You can get down to business with ease, without the distractions and noise in a public space, such as a coffee shop.

How do you promote sale of rooms?

Hotel sales ideasLet people take virtual tours of your hotel.Use fresh, interesting, content to answer travellers’ questions.Keep your website updated with local events.Have conversations with followers on social media.Link with local businesses to create lucrative partnerships.More items…•

How can a business improve meetings and events?

Discover 8 ways to grow your drive-to meetings and events business:Focus your SEO for the local market. … Create relevant, thought-leadership content. … Use geotargeting in your paid search ads. … Partner with local businesses. … Build rapport with locals on social media. … Use email marketing to share your latest updates.More items…•

How would you describe a conference room?

A conference room is a large room in a hotel where a number of people can have a conference. The conference room has eight seats and two tables. There are three conference rooms, each of which is equipped with a large screen for business presentations.

What should be in a meeting room?

10 essential things to look for in a meeting roomSufficient floor space. You don’t want people to be cramped due to lack of space in the meeting room, so always choose one with a suitable capacity. … A high enough ceiling. … Air conditioning. … Central heating. … Windows. … Presentation facilities. … Open space. … Power sockets.More items…

What is a meeting room called?

A conference hall, conference room, or meeting room is a room provided for singular events such as business conferences and meetings.

What should be in a meeting room?

10 essential things to look for in a meeting roomSufficient floor space. You don’t want people to be cramped due to lack of space in the meeting room, so always choose one with a suitable capacity. … A high enough ceiling. … Air conditioning. … Central heating. … Windows. … Presentation facilities. … Open space. … Power sockets.More items…

What are the different elements that must be considered when building an audio visual room?

7 Critical Audio Visual Components for Your Conference RoomDisplays. The first thing people notice when walking into a conference room is the display. … Audio or Video Conferencing. … Microphones & Speakers. … Camera. … Control Panel. … Connectivity. … Interactive Whiteboard.

How big should a conference room be?

Size and Seating Capacity “Cheat Sheet”Conference Table SizeSeating CapacityMinimum Room Size96″ (8′) L x 48″ W6-816′ x 12′120″ (10′) L x 48″ W8-1018′ x 12′144″ (12′) L x 48″ W10-1220′ x 12′150″ (12.5′) L x 48″ W10-1221′ x 12′11 more rows

Which shape is suitable for small meeting?

U-shaped style Normally the purpose of the opening is to allow presentations that are visual so that everyone can see. This style is foolproof when there is a need to combine both presentation and some group interactions or discussions. Appropriate for small annual general meetings, conferences and workshops.

3. Stop hiding what you think is a big deal

In a Meetings Focus webinar by well-known planner and trainer, Joan Eisenstodt, she points out that venues should sway from the standards and dare to be different. Eisenstodt is an advocate that conference centers should have pictures with people in them, rather than just empty meeting rooms.

4. Highlight the bonuses in your conference center marketing

Other criteria of a certified conference center such as the complete meeting package and continuous break-stations are some of the many added benefits that will help promote your venue.

Cvent Guest

Cvent is a market-leading meetings, events, and hospitality technology provider with more than 4,000 employees, ~21,000 customers, and 200,000 users worldwide.

1. Start early

A bit of a no-brainer really but make sure you don’t leave your conference promotion until the very last minute. You need to ensure that people have time to come across the event, so the earlier you start implementing your promotion strategy, the better.

2. Utilize social media

Social media should be your best friend when it comes to promoting your event. With the world becoming more and more technology-obsessed and interconnected than ever before, the way in which people find out about events has forever been changed.

3. Blog, blog, blog

Another sure-fire way of promoting your conference is by blogging about it before, during and after the event has happened. Not only will this help keep your attendees updated, but it will also validate your expertise in the industry you work in, which could encourage more people to come along.


So, there you have it – three fantastic ways of ensuring your event gets seen and, hopefully, attended by the masses. The key things to remember are to plan early and utilize the heck out of social media – Facebook in particular.

How to promote a conference?

Here’s an ultimate guide to promoting your conference, so that not only your attendees, but your speakers are eager to come back next year! 1. Nail down your audience . Just as you need to establish buyer personas to help hone your outreach to customers, you need to establish audience personas to help reach out to potential attendees. …

How to increase reach of conference?

Leverage sponsors and speakers to increase your conference’s online reach. If you’re working with sponsors, make sure you’re tagging them and thanking them publicly (on social media) when you post. The same is true of any speakers or influencers who will be participating in your conference.

What is a conference hashtag?

A conference hashtag. Hashtags are a must-have for conference promotion these days, especially since attendee social engagement remains high. According to data from Google, 66 percent of attendees engage in online activities during events, while 34 percent say they would specifically post about an event while attending.

How much of Eventbrite traffic comes from social media?

According to Eventbrite, more than 25 percent of all traffic to event registration forms comes from social media. So that means that you’ve got to create a solid social strategy to get your event in front of as many users as possible, from as early as possible before the conference, all the way through until it’s over.

What social media platforms are used for events?

Instagram and Twitter are among the most popular social platforms for events, so be sure to set up handles on each. Use more generic handles if possible that aren’t tied to a specific year or location—that way, you can use those same profiles next year to build buzz.

Does promotion end once registration closes?

Promotion shouldn’t end once registration closes. Even if your event is completely sold out, you want to continue to build buzz before, during, and afterward. This will help with promotion for next year, as buzzworthy events generate word-of-mouth promotion, and that kind of marketing is priceless.

Do conferences require financial investment?

Conferences, even smaller one-day ones, are major undertakings, and the stakes are high. Not only does hosting a conference require a good deal of financial investment, but your speakers expect an interested, attentive audience. What’s more, conference attendees are almost certain to post on their own social feeds about your event, …

What are the main sources of revenue for hotels?

Conferences and conventions are a major source of revenue for hotels. Conference room rentals, meals and supplies for business seminars can help draw in profits, and conventions can help to keep hotel rooms full.

Why is hotel service important?

A hotels are first and foremost a service business, and excellent service is paramount for ensuring that people come back for more conferences and recommend the hotel to their family and friends. Put your best staff in charge of conferences and solicit feedback from conference attendees.

Is conference going digital?

Conferences are going digital. Not entirely, mind you – conferences are actually a vestige of traditional marketing, and will likely be a mainstay of corporate and association fundraising and community-building for a long time. But digital communication can augment and streamline both the preparation and execution of a great conference.

Is social media the only tool for conference publicity?

Social media and digital marketing strategies aren’t – and shouldn’t be the only tool in your conference publicity arsenal. On the flip side, they’re also not something to throw together at the last minute to hoist onto your audience. Digital strategies need time to grow and for audience acceptance, and so traditional marketing needs to complement your digital strat, and vice versa.

What is the first step in a venue marketing plan?

The first step in your venue’s marketing plan is introducing the concept of creating a plan and identifying your organizational goals. Introducing the plan is as simple as stating the specific things you’d like for the marketing plan to address and how it will do that.

How does social media help a venue?

They enable you to interact with your customers and prospects in a personalized way and give your venue a voice.

Why is it important to have a strategic plan for outreach, promotion, and conversion to the event planner demographic?

Having a strategic plan for outreach, promotion, and conversion to the event planner demographic is a sure-fire way to keep your hotel business thriving as the industry rebounds, because group and corporate business can make or break your growth targets.

What is a Cvent supplier?

The Cvent Supplier Network is a valuable marketing tool available to hotels looking to market their venues to event planners. It provides a well-known platform that event planners utilize specifically for venue sourcing, and your venue is already represented on it. In 2019 alone, the Cvent Supplier Network was utilized to source 2.9 million RFPs valued at over $18 billion. The bottom line is that planners use Cvent to source for their corporate and business events.


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