hospitality suite

» genebsikora - hospitality suite

I've got less than 60 days to plan and set up a hospitality suite in a hotel for a conference to be attended by approximately 350 members of a state-wide, non-profit rural water association. It's our 25th anniversary conference, and will feature 4 training tracks for operators and other water system personnel, over a 3-day business session, with "formal" social activities on 2 of the 3 nights.

The hotel will not be involved in the hospitality suite itself, except that the location will be a regular hotel suite. It's been years since I've done this, and then had quite a bit of help. This time, I'll be pretty much on my own, while others are busy with other areas of the conference.

I would appreciate any tips on food and drink options and quantities from anyone who has recent experience with this type of event.

My initial thoughts are to have an "open house" type event on the first evening (the only event of that day is a golf tournament). Food needs to be simple and transportable (prepared off-site and brought in). Liquor will be available but not encouraged (though I'm told "encouragement is not required.")

On the other days, I'd like to have the suite open to in-and-out traffic as a place for people who need assistance in some way -- a needle and thread, an aspirin, a little local info, etc -- rather than an on-going party place.

-- posted by genebsikora

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