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Travel for your moment in life · Business and events · Business and events travel

Business and events travel

Accommodations with event facilities

Hotels and inns with a meeting room or auditorium combine the event and the stay in the same place.

Many meetings do not need a convention center. A meeting of ten people, a training for thirty and a convention of a few hundred can fit in hotels and inns that have their own event space: meeting room, event hall or auditorium.

In these places the group sleeps, eats and works at the same address. The organizer deals with a single team, and participants leave their rooms and reach the meeting space in a few minutes.

From a room for ten people to an auditorium

Size is relative. A small company looks for a room for ten or twenty people, with a table, screen and quiet; an association needs a hall for two hundred; a sales convention requires an auditorium and break-out rooms. There is no minimum size for an event, and there are accommodations prepared for every range.

What distinguishes an event space is that it is intended for that purpose and offered as such. A restaurant closed for a few hours, a veranda or a games room can serve for a get-together, but they do not replace a room with stated capacity, soundproofing, power outlets, climate control and equipment.

Large accommodations usually have several rooms that open up or divide with movable walls, and a foyer for registration and breaks. Smaller places generally have only one room, which for a small group is an advantage: the venue is almost entirely managed by the staff.

What to ask the accommodation

Capacity. Ask for the number of people each room holds in each setup format, because it changes a lot from one to another.

Setup formats. In auditorium style, chairs are arranged in rows facing forward, and the room holds more people. In classroom style, there are tables in front of the chairs for those who need to write or use a laptop. In U-shape, the tables form that letter and everyone can see each other, which favors discussion. With round tables, the group splits into teams. In cocktail style there are no chairs and people circulate.

Equipment and internet. Ask what the room already provides: screen or projector, sound system, microphones, whiteboard and cables. About the internet, it’s good to know whether the room’s network is separate from the guests’ network and how many people it supports at once, especially when there is streaming or videoconferencing.

Catering. Arrange the coffee breaks, lunch and dinner: where they are served, at what time of day and whether there are options for people with dietary restrictions. A separate space for meals avoids interrupting the meeting room.

Group rooms. Confirm how many rooms are available on the dates, what types they are and until when they remain reserved for the event. Also ask about access, parking and conditions for people with reduced mobility.

Event and accommodation in the same place: the advantages

The first is time. Without transfer between the accommodation and the room, the schedule starts on time and no one depends on traffic. For those coming from another city, it’s just one trip there and one back.

The second is togetherness. Breakfast, meals and the end of the day become part of the gathering, and many useful conversations happen outside the room. On team trips, this is often the goal.

The third is organization. Reservations for rooms, meeting space, equipment and catering are handled in a single negotiation with one contact. Take care to put everything in writing: what’s included, the hours of room use and the cancellation rules. Rates vary according to date and group size: request an updated proposal.

Hotel or inn: how to decide

City hotels are near airports, business districts and convention centers, and suit one-day meetings and groups arriving by plane, while inns are usually in neighborhoods and smaller towns. São Paulo, for example, has a large network of accommodations with event rooms.

Beach and mountain accommodations combine meeting rooms and auditoriums with leisure areas, and therefore host conventions where rest is part of the program. In Florianópolis there are beach accommodations with meeting rooms and auditoriums; in Gramado and Foz do Iguaçu, many are prepared for groups.

Inns with a meeting room work for small teams that want to get away from routine. In Petrópolis, meeting spaces range from rooms in inns to convention centers. The pace is different: fewer people around, meals arranged for the group and, in some cases, the whole house reserved.

Frequently asked questions

What is an accommodation with event facilities?

It’s a hotel or inn that has a dedicated space for meetings, such as a meeting room, event hall or auditorium, with stated capacity and equipment. A restaurant, veranda and games room do not count as an event room.

How many people fit in a hotel or inn event room?

It depends on the room and the setup. The same room holds more people in auditorium style, with chairs in rows, than in U-shape or with tables. Ask the accommodation for capacity in each format.

What are auditorium, classroom and U-shaped setups?

In auditorium style there are only chairs in rows facing forward. In classroom style, chairs have tables, also in rows. In U-shape the tables form the letter and participants face each other.

What to ask before booking a meeting room in a hotel or inn?

The capacity in each format, the equipment included, the room’s internet, how coffee and meals are served and how many rooms are available for the group on the dates. It’s also worth asking about parking and accessibility.

Can an inn host a company event?

Yes, if it has a dedicated meeting room. For teams of ten to thirty people, an inn with a meeting room, meals and rooms for everyone usually covers the entire meeting.

Is it more practical to hold the event at the same accommodation where the group stays?

In most cases, yes. There is no transfer between rooms and the meeting space, the group shares meals and the organizer negotiates rooms, the meeting space and catering with a single contact.

Where to go: Lodgings with event facilities

Pick a region or a state on the map, or type what you are looking for, to see the cities and who offers it in each.

Tap a state or a region to see the cities. Mapa: @svg-maps/brazil, CC BY 4.0

Bonito MS
Resort com centro de eventos de três salas, a maior para até 300 pessoas.
Mangaratiba RJ
Resort com três salas de convenção e tenda de 900 m² para até 550 pessoas.
Petrópolis RJ
Hotéis e pousadas com salas de eventos e capacidade informada na lista da Turispetro.
Campos do Jordão SP
Hotel de serra com centro de convenções para até mil pessoas em auditório.
Bento Gonçalves RS
Rede de hotéis com sete espaços de eventos, de 100 a 1.200 pessoas.