Let organisers explore your venue

A conference with breakout sessions raises different questions from a dinner or small meeting. Identify the spaces used together: the main room, reception, break area and any separate meeting rooms.

Make those areas easy to find. Someone looking for one meeting room should not need to explore all the hotel bedrooms. For several rooms, agree clear names and starting points.

At Fletcher in Berg en Dal, the chapel, orangery and a meeting room were photographed separately. In the chapel, visitors see the long dining table, timber ceiling and stained-glass windows in relation to each other.

That image shows one setup. If you also want a theatre layout or empty room, we agree this in the brief. Keep capacities and alternative layouts in your current venue information.

At The Florian, The Clubhouse, Greenroom and Meeting Spaces each have a separate walkthrough. Staff can open the relevant room during a conversation and explore it with an organiser.

Place the tour alongside the room description and enquiry option. Discuss equipment, catering, availability and costs through your existing sales process. The walkthrough provides a concrete reference for that discussion.

Agree the furniture layout and dressing that must be ready. Allow time for access, preparation and photography, and appoint someone to check the setup. Reception areas may have different availability from the room itself.

Include the number of rooms, required setups and publication plans. We propose the areas you want organisers to see and agree how later changes will be handled.

Vis à Vis in Almere shows a theatre setting, while Wout Horeca Groep includes spaces for gatherings. A tour makes the setting visible before a visit.