What goes into selecting a conference hotel

Richard rjnelsoncf at cox.net
Mon Oct 8 15:49:57 MDT 2018

We can hold the Conference anywhere that meets our needs.  It takes someone to fill in the blanks and present it to the Conference committee.  We usually vote using a first and second choice and take the location with the most vote points.


X <> Y,




From: hhc-bounces at lists.brouhaha.com [mailto:hhc-bounces at lists.brouhaha.com] On Behalf Of richard nineteenfortyone
Sent: Saturday, October 6, 2018 3:53 PM
To: Handheld Computing Conference discussion list
Subject: Re: What goes into selecting a conference hotel


If what we need is more like a lecture hall, perhaps we could hold the conference at a college.  


The one big problem at a college, of course, is PARKING POLICE.  


I do not need a hotel with an exercise room, a hot tub, and nude massage girls.  (Yes, those are available just outside Carson City, if you have a LOT of money.)


The Septics Toolbox conferences were formerly held at the University of Oregon Eugene campus.  Meals were in the campus cafeteria, and the food was amazingly good.  The lecture halls were OK, the lodging was in dorm rooms, so cars could be parked far away and left for the four days.  Perhaps something like that could be done at UNR.  At Oregon, some of the conference organizers were U of O faculty.  


The telescope maker workshops were formerly held on campus at Western Washington University, Bellingham.   We had several lecture halls, and most of the time at least two of them had some kind of presentation.  (My last one was on polishing techniques for removing print through on light weight ribbed mirrors.)  The food was not so great, but the cost was reasonable, as we stayed in non-luxury hotels.  Plenty of good food at sane prices in Bellingham.  Bellingham is actually a suburb of Vancouver, Canada, which has an international airport.  Parking was not impossibly far from the conference building.  The conference was supported by the WWU physics department, the primary organizer was a captain in the Bellingham Fire Department (and an incurable telescope nut).  


Some persons may wish to avoid purchasing gasoline in Oregon. You can cross Oregon on a full tank of gas if you fill up at the last gas station in California and again at Vancouver, Washington.  Otherwise, the best gasoline price around is Costco in Medford.  I-5 in the Portland area has gridlocks that rival I-405 in the Los Angeles area.  


On Fri, Oct 5, 2018 at 9:12 AM <dave at larou.com> wrote:

At HHC2018, Richard mentioned the importance of selecting a location for the conferences and having someone nearby who can do some of the legwork.  I asked for some details of what that involves. Here are my notes on his response.  Maybe Monte and Dave Ramsey can add anything they think of.  They've both been the point person recently. Heck, we might even be able to create an RFP to give to prospective hotels.

My hope is that this might encourage people to think about locations near them and become the "point person."

*	Conference should be in the hotel if possible. Travel to another location is always difficult and time consuming.
*	Reasonable room rates for people
*	Reasonable room rate for the conference room
*	What are the taxes? Hotel taxes are often very high
*	Short (or at least easy) travel from the airport.
*	International airport for the folks flying in from abroad.
*	Meals: you have to think about breakfast, lunch, and dinner.
*	Can lunch be catered? How much? What is the menu?  It's usually better to be on our own
*	Are there restaurants nearby (walking distance?)  Will they be open on the weekend?
*	Does the hotel offer breakfast? Is it an extra charge? What do they serve?
*	Basically we need menu and cost for breakfast, lunch and dinner.
*	Drinks and snacks in the conference room

Regarding the conference room itself:

*	What is the size?
*	Where are power outlets? Can attendees access power?
*	What sort of lecture display is available?  Projector? Monitor? Also we need a pointer and a mouse.
*	Is audio equipment available (microphone and speakers).
*	Can we use the room during the hours we need (early Saturday am to late Saturday PM and Sunday)
*	Can we use the room for setup on Friday night?
*	Can the room be locked Friday and Saturday nights? What about during lunch and/or breaks?
*	Generally we it needs to accommodate 50 people.
*	Tables tables tables. Richard stressed that this is a chronic problem. We need tables for the attendees plus an additional 5-7 tables for the prize table, snacks & drinks, laptops for presentation etc.

It occurs to me that what we need is more akin to a lecture hall than a conference room.



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