The setup of a conference room can have a huge impact on the course and reception of an event. When planning the layout of the room, there are many factors to consider: available space, how many participants you plan to invite, but also the nature of the event and the activities surrounding it. Our recent client in the wine industry found this out. Why? Because the attendees not only took part in the presentation of the new production method, but also in the tasting, so the organization of the space was a very important point of the whole event.
Nature of the event: presentation of a new product with tasting
Industry: wine
Number of people: 70
The client approached us with the topic of organizing a conference to present a new way of making wine combined with a tasting. The application was sent to us on July 3, and the date of the event was already scheduled for July 25, which is a little in advance for conference meetings. Fortunately, one of our rooms was free that day, so we were able to get on with organizing the conference.
A key part of the event was choosing the right layout, and we were able to create several options at the Kossak Hotel Conference Center:
In the end, we chose a school layout so as to provide optimal visibility for the conference participants.
The last requirement of the client was hotel rooms, with the possibility of booking directly by guests. Which we also realized.
Immediately after phone contact, we prepared a price offer with photos of the conference room, foyer and Cate Orangery restaurant. The offer also included all catering suggestions and necessary equipment needed for the presentation.
After all the formalities were smoothly taken care of - signing the contract and paying the down payment - we began comprehensive planning.
We took the setting of the room first. The Kossak Hotel's conference center is conducive to setting up tables and chairs so that holding a meeting is as comfortable as possible. We knew that we should choose the right setting for the nature of the event.
In the end, we decided together with the client on a school layout, which allowed maximum use of the room's space. What's more, the layout also ensured that conference participants could see the presenter well and also had space to spread out their belongings. This layout worked well for presentations or lectures requiring note-taking.
In the next step, the presentation times, the final number of participants, parking spaces and catering were also determined. We selected the menu and the times at which the dishes would be served.
In the case of this event, the layout of the room still required a separate space for the reception, so that participants would be directed directly to the event. In turn, the very nature of the meeting (tasting) - also required the preparation of wine glasses.
The organizer requested access to the conference room an hour before the event began, but the day before the event began picking up and bringing the client's equipment into the conference room.
From that point on, he also received full support from the technical department and hotel staff: the equipment and sound system were checked, gadgets and gifts for guests were laid out, as well as water and notepads. We also checked the cleanliness of the conference room on a regular basis. Coffee was served during the break.
As with any event, this time too was not without minor problems. An unexpected change of the lunch hour, a change in the number of people, the packing of take-away meals and also an additional, unplanned earlier dinner.
Thanks to keeping a hand on the pulse and the constant readiness of the team, we managed to conduct the conference according to the plan and the organizer's expectations.
Summarizing the cooperation, we can put forward a number of benefits that flowed in the organization of the conference at Hotel Kossak. These are primarily:
So, if you also need relief in organizing your event, and moreover, you do not yet know what form of business meeting to decide on - we can help. We offer various layouts of conference rooms, the possibility to adapt the space for formal meetings, but also for less formal ones. We are also open to any modifications of the space, such as for the organization of shows or media events.
In order to provide services at the highest level, the Website uses cookies saved in the browser's memory. Detailed information about the purpose of their use, including processing of user activity data and advertising personalization, as well as the possibility to change cookie settings, can be found in the Privacy Policy. By clicking ACCEPT ALL, you consent to the use of technologies such as cookies and to the processing by Osti-hotele Ostrowska, Ostachowska-Jarocka Spółka komandytowa, Plac Juliusza Kossaka 1, 31-106 , Kraków, of your personal data collected on the Internet, such as IP addresses and cookie identifiers, for analytical and marketing purposes (including automated ad targeting, measuring their effectiveness, and processing user data for analytical purposes). You can change cookie settings and detailed consent preferences in .