NYC is one of the best cities in the world for hosting events. It's full of iconic landmarks, delicious restaurants and unique experiences that will make your event a memorable one.
However, finding the perfect place to host your event can be a challenge—especially if you're new to planning events in New York City.
That’s why we’ve put together this guide for planning an event in New York City that walks through everything from finding the right location and booking it at an affordable price all while making sure it meets all your needs as an event planner in New York!
NYC Event Planning Tips: 5 FAQs to Consider When Selecting a NYC Hotel for Your Event
Here are a few FAQs to consider when searching for the right New York City hotel:
- What are the pros and cons of booking a hotel block?
- How do I know if the NYC hotel has what I need?
- How far is the hotel from my event venue?
- How much does it cost to book a NYC hotel through your site?
The first step in planning is to make sure you have a good idea of what you’re looking for. This will help narrow down your options and give you a better chance of finding the perfect venue.
If you have specific requirements, like a certain layout or amenities, now is the time to decide what they are and what sort of venue will best meet those needs.
Once you have a good idea of what you want, it’s time to start looking at potential locations. You can do this by searching online or asking your New York event planner for recommendations. If you’re looking online, make sure you have a list of criteria that will help you narrow down your search. This can include things like number of guest rooms, price range and amenities.
You may also want to consider whether you want an indoor or outdoor venue, especially if the weather is likely to be nice on the day of your event. Once you have a list of potential venues, it’s time to start narrowing down your search.
To do this, make sure you visit each location in person. You can do this by scheduling appointments with the property managers or owners and asking them any questions that come to mind. This will help you decide which locations are best for meeting your needs and give you a chance to see if there are any issues that might come up during the planning process.
The Pros and Cons of Booking a Hotel Block for Your Event
The benefits of booking a hotel block are numerous, but they may not be as obvious. Because hotel blocks are exclusive, they have more power to negotiate better rates, discounts, and other perks with hotels. If there's an event going on at the same time as yours at a nearby venue, you can coordinate with them to get deals on rooms for attendees of both events—and if you're planning several events throughout the year or are hosting an annual convention for your organization, this should save you some money.
Additionally, since guests will already know where they're staying when they arrive at the event itself (and won't need to worry about looking for accommodations), it'll allow them more time to focus on enjoying themselves instead of fretting over how far away their hotel is from wherever else is happening that day/weekend/month/year.
If you're hosting the event at a venue that already has its own convention center, then your guests will be able to stay right in the same building as your event itself—and this can make it easier for them to attend all of their scheduled events without having to travel back and forth between locations.
If you're hosting the event at a venue that doesn't have its own convention center, then your guests will need to find someplace else to stay and this can be more difficult than it sounds. Depending on how far away they are from where you're hosting your event, they may end up having to stay in hotels that aren't very close by (and this could mean paying more money for their accommodations than they would if you were holding the con right there).
How to Book a Hotel Block for Your Event
To book a block of rooms, contact the hotel directly. You can request this information from the property's sales representative or special events coordinator.
You'll need to ask for a quote detailing how much it will cost to reserve all of the rooms you need for your event and when they can be guaranteed.
Confirm that there are enough rooms available on each date and time that works best for your event, as well as whether there are any surcharges or additional costs associated with booking during those times.
Confirm the number of guests attending the event (including yourself), so they know how many rooms to plan accordingly. They may require proof of registration before providing a rate quote or an actual contract signed by both parties in case something goes awry later down the line.
In a nutshell, a hotel block is a discounted room rate for guests at one or more hotels. Hotels that participate in blocks typically agree to hold rooms for your event at their best rates for a set period of time (usually 30-60 days).
This means that you won't have to worry about having enough rooms available on the day of your event and you can put all your focus on making sure everything else goes smoothly.
But why should you consider booking a hotel block? There are several advantages:
- It ensures that there are enough rooms available for your attendees, which will make them feel more comfortable and confident in attending the event. If they think they'll be cramped into small spaces or sleeping on cots, they might decide not to attend after all!
- Not only do blocks help keep costs down by offering cheaper rates than what's listed online, but they also give you an opportunity to negotiate with hotels directly about adding amenities such as food service or spa services without having to pay extra fees like commissions from third parties like Groupon or Travelocity.
While there’s no one-size-fits-all answer to choosing the right hotel for your event, we hope these tips have helped you navigate the process and make informed decisions. If you need more advice or assistance with your NYC event planning, click to join the waitlist for our next Event Planner Expo! We’re here to help.