What are the best ways to manage risks for guest accommodations at corporate events?

The most important aspect of minimising risk is to personally inspect the selected venue. Many event planners nowadays skip this option and believe in virtual reality. But I do not think this is a good idea. You need to see the venue's surroundings, guest rooms and conference facilities for yourself to be sure. Another important part is the special group/incentive treatment. Choose a venue that knows how to handle group breakfast or gala dinner, early check-in and late check-out, and can guarantee dedicated event staff.

The best ways to manage risks for guest accommodations at corporate events include thorough vetting of accommodation options, selecting reputable hotels with strong safety measures, ensuring clear communication of accommodation details to guests, providing alternative accommodation options in case of emergencies or issues, and having a contingency plan in place for unforeseen circumstances. Additionally, utilizing event management software like Eventdex can streamline the accommodation management process, allowing for easier tracking of bookings and communication with guests, thus enhancing overall risk management

Carefully choose reliable accommodation providers after thorough evaluation. Establish a detailed contract with clear terms and conditions. Communicate emergency procedures and contact details to guests. Mitigate financial risks with comprehensive event insurance. Monitor and assess security measures at accommodations regularly.

Putting into consideration-- Number of expected guests Food vendor are you doing outdoor or indoor catering, Drinks eg White or red wine, beer,juice etc. DJ and photographer is also essential

Have an addendum to go with the hotel contract that outlines contingency plans in case of emergencies including overbooking, acts of God, disease, cancellation by hotel, liquor liability, and even booking competitors. Anything that could protect you, your guests, your event, and your company. Using a registration site to collect RSVPs is an opportunity to collect special requests from guests so you and the hotel can plan on accommodations in advance.

Also use your brain and observations. Could the hotel handle breakfast in time for all guests of your group? Could they serve everyone at roughly the same time for meals, was the food warm for everyone? Some hotels struggle when larger group come at once for meals. If you stay several days, has there been a food variety of was it the same thing every day. On conference environment, observe and note how it went. Where water/drinks available? Did beamers/.. devices work and was there support? And so on. It is important to note things down for the next time (in the same or in another hotel) to transmit the experience.

Safety first! Orient guests on safety protocols, emergency evacuation procedures, and access to emergency services. Provide them with a list of emergency contact numbers and important information about their accommodation.