10 Tips Hotel Event Teams Want Conference Planners to Know

Planning a hotel conference has its fair share of moving parts. From programming and layout to vendors and exhibitors—not to mention catering options, entertainment considerations, AV configurations, breaks and breakout session ideas, venue turnovers and breakdowns, and, of course, the debrief experience—the to-do list seemingly never ends. 

Plus, plenty of planners have a habit of working in an independent silo, taking on every part of the process, which can create more work, added stress, and inefficiencies. Instead, hotel event planning teams encourage you to lean on their expertise and resources, so you can take advantage of much more than their meeting spaces and group rates. 

We spoke to 10 different hotel event professionals to help bridge the gap between external and internal teams, so you can adopt a divide-and-conquer mindset to produce well-oiled, memorable conferences that’ll have attendees yapping for years to come.

1. Align on sustainability features to support core values. 

For Fontainebleau Las Vegas and many of the organizations looking to book conferences at the luxury hotel each year, sustainability is a cornerstone. Kurt Wuebbenhorst, senior vice president of sales, catering, and event services, communicates in advance on multiple greening strategies, starting with the use of digital screens so planners don’t need to budget for physical signage. 

“We are so fortunate to have a vast digital screen presence throughout our meeting and convention spaces, and invite meeting and conference planners to use our digital surfaces to provide a clean and modern presence," he says.

Additionally, Fontainebleau Las Vegas offers sustainable ways for meeting and convention attendees to stay hydrated with water-filling stations that are well-positioned and easily accessible for attendees. 

“Our clients have responded very positively to the fill-up stations," Wuebbenhorst adds, "and we have seen them used to brand refillable bottles (via swag bags) for their attendees. This showcases how planners can utilize the internal hotel resources to amplify their brands in simple and cost-effective ways.”

2. Schedule an in-person, pre-conference meeting 24 hours prior. 

The Ritz-Carlton, South Beach hosts 150 conferences annually and focuses heavily on the pre-production phase. Stephanie Barnes, market director of sales, group, and catering, says a “luxury pre-con meeting” is the most impactful part of the planning and pre-production phase that her team implements.

Hosted by the meetings and special events team and key executive committee members, the luxury pre-con takes place in a boardroom with the external conference planner(s) prior to the main group arrival, typically at least 24 hours ahead of the program. 

“During the meeting, our main objective is to deliver a strong and organized handoff from the planning team to the operational leaders who will be servicing the event to guarantee a smooth and successful program,” explains Barnes. “The agenda includes a complete and thorough run-of-show, floor plan review, introduction of key hotel contacts and their distinct roles and responsibilities, and discussion of any last-minute changes or pending logistics.” 

Barnes says the luxury pre-con is where her team really shines, allowing them to demonstrate how the team has gone above and beyond to anticipate client needs and address potential challenges for an optimal attendee experience.

3. Reimagine breakouts to boost engagement and impact. 

According to Fernando Teixeira, senior director of conference services and event sales at The Breakers Palm Beach, which hosts 400 conferences per year, today’s attendees expect more than traditional lecture-style sessions. 

“They want interaction, personalization, and energy,” he says. “By working with hotel teams to rethink breakout spaces and programming formats, planners can elevate engagement and deliver greater ROI. Whether through tech-enabled features, flexible room setups, or design elements that reflect a sense of place, these enhancements foster deeper connections and lasting impressions.” 

This, in turn, can produce higher satisfaction scores, stronger networking opportunities, and truly unforgettable events, which can contribute to planners’ overall success. 

4. Thorough vendor coordination and communication are key. 

Hotel AKA Alexandria—located 20 minutes outside of Washington, D.C., and a 10-minute drive from the Ronald Reagan Washington National Airport—is keen on vendor coordination and communication. Heidi Kirby, director of sales, suggests thoroughly coordinating with your vendors ahead of time to ensure everyone is aligned on responsibilities, timing, and logistics. 

“To streamline layout planning, leverage Social Tables for diagramming and visual collaboration,” Kirby offers. “This lets both your team and the hotel’s staff work off the same plan—reducing miscommunication and setup errors. Schedule virtual site visits or video calls early in the process to review room specs, flow, and capacities—don’t wait until arrival to find out a ceiling is too low or noise ordinances apply.”

5. Design conferences with flexibility in mind. 

According to Ashley Bartek, vice president of business development at Hotel ZaZa Austin, which has hosted more than 100 conferences in 2025, spaces, technology, and culture should all adapt to the conference agenda. “At Hotel ZaZa Austin, we’ve seen that the most successful conferences happen when every element is planned with flexibility,” notes Bartek. “Intimate suites, a stylish lounge, a lively restaurant, and even the rooftop pool deck here can be transformed throughout the day for meetings, breakout sessions, networking, and receptions.” 

By working closely with planners to fine-tune layouts, exhibitor placement, catering setups, and audiovisual support, the hotel team ensures sessions run smoothly, sound is crystal clear, and attendees stay comfortable and productive.

Additionally, planners are encouraged to have the flexibility to host groups off-site, which allows on-site teams to turnover spaces, while also enriching conferences with the local culture. “Weaving in Austin’s local culture through live music, regional cuisine, or curated city experiences keeps agendas on track while delivering authentic, memorable touchpoints for attendees," Bartek says.

6. Involve the hotel event planning team as early as possible. 

To ensure the smoothest collaboration between the host hotel and the conference team, planners should involve the on-site team as soon as they can, according to Victoria Musali, director of event planning at Marriott Marquis Houston, which hosts more than 500 conferences per year. 

“One of the most effective ways to ensure a seamless event experience is to include the hotel’s event planning team during site visits and early contracting conversations,” shares Musali. “This collaboration allows the hotel to fully understand the group’s vision—whether it’s the desired atmosphere, energy, or layout—and begin shaping that vision into a tangible experience using the venue’s unique capabilities.” 

Often, external planners arrive with a fully formed production plan, only to discover that certain elements aren’t feasible at the property, come with unexpected costs, or could have been enhanced with ideas the hotel team would’ve gladly shared if they’d been brought in earlier, explains Musali. 

“Event planning is a creative partnership," she says. "When planners and hotel teams collaborate from the start, they can co-create something truly memorable. Whether it’s a culinary twist or a reimagined venue layout, early involvement helps align budgets, streamline show flow, and unlock new possibilities.”

7. Use interactive, themed refreshment stations to transform ordinary breaks. 

Planners often bring great break ideas from past conferences, but not every concept works seamlessly at every property, notes Gloriann Torres-Corsino, MBA, CMP, assistant director of catering and events at The Diplomat Beach Resort, Curio Collection by Hilton, which hosts up to 120 conferences per year. 

“By collaborating with your hotel’s catering and events team, you can reimagine standard coffee breaks into engaging experiences that both fit the venue’s capabilities and elevate your program,” shares Torres-Corsino.

For example, instead of the traditional coffee-and-snack setup, consider interactive stations such as a create-your-own trail mix bar, an engaging coffee cart, or a tasting station that features local flavors. 

“These concepts keep attendees energized and engaged while reinforcing the event’s atmosphere and sense of place," says Torres-Corsino. "Working with your hotel partner ensures the setup is efficient, the presentation is creative, and the experience is memorable for guests.”

8. Open lines of communication on day one to establish trust.

From the day the hotel conference venue is locked in, or as soon as possible, planners should be introduced to their hotel event teams, says Adrienne Pellegrini, CMP, corporate director of meetings and events, group at Loews Hotels & Co, which encompasses 27 hotels and hosts more than 6,500 annual conferences. 

“The planning process these days is inherently unpredictable, so establishing a foundational flow of communication and understanding at the time of introduction will position planners and their hotel partners to react and adapt to any need, change, or opportunity quickly and from a position of trust," she says.

The sooner a meeting planner and their hotel counterpart discuss goals and exchange detailed information, the faster they can engage with the operational teams, says Pelligrini. “This allows us to develop creative solutions, secure product orders, lock in staffing, and troubleshoot obstacles to prepare for flawless execution.” 

Additionally, Pelligrini believes that when planners and hotel teams work together with transparency and trust, they can deliver successful events with fewer overall stressors or budget-related issues. 

9. Streamline conference planning with a collaborative, shareable spreadsheet. 

Austin Fox, catering sales manager at Hotel Viata – Austin, says that conference planning involves countless moving parts, and success depends on seamless communication between the planner and the property. “One of the best tools to make this collaboration efficient is a shareable, real-time spreadsheet,” Fox says. “In the past, planners and hotels often spent hours on the phone or dedicated multiple days to onsite planning visits.” Today, technology allows for active brainstorming and live updates, eliminating unnecessary back-and-forth. 

“A shared document keeps everyone aligned, while customizable access levels—view-only, edit, and full control—ensure vendors, partners, and the hotel team can contribute appropriately, whether they’re focused on agenda details, A/V, or catering," he adds.

Furthermore, when post-conference feedback is integrated into the spreadsheet, this approach also benefits a quicker debrief process. “In a fast-moving industry, this reduces the need for lengthy post-conference debriefs and prevents important lessons from being lost," Fox explains. "A simple curated spreadsheet can save planners significant time, reduce stress, and deliver a smoother experience for everyone involved.”

10. Communicate dietary needs early and efficiently. 

Accommodating dietary needs is a common factor when planning meals in today’s conference world. At Grand Hyatt Scottsdale Resort, which has booked 140 conferences and meetings this year, this element is top of mind, especially when working hand-in-hand with various event planners, according to event planning manager Amanda Malotte. “It is very common nowadays for attendees to have special dietary needs or preferences,” she says. “Our goal is to ensure every guest is accommodated and able to enjoy the delicious food offered throughout their event.”

As a meeting planner, Malotte encourages external planners to collect and track dietary requirements during registration and to communicate them to the hotel with advanced notice, which allows effective coordination with the hotel’s culinary team. 

“Additionally, while on site, it is highly recommended to introduce those guests with severe allergies—such as celiac disease—to your banquet captain,” Malotte offers. This will ensure that those attendees are not only served the right meals according to their stricter needs but also receive the proper fuel to energize them throughout the conference. 

Source: Bizbash.com