Choosing a space for your next meeting, convention, or wedding reception that meets all your needs can be difficult. Here are eight factors that you should consider before booking your next event!
- Location and accessibility.
The location of your event is very important. Think about where your attendees are coming from. The better the location of your event, the better attendance will be. Choosing a spot that is easy to locate, drive to, and nearby other attractions will benefit you. The Boot Hill Casino Conference Center is located in the middle of Southwest Kansas, right off Highway 50 making it a perfect central meeting location for all of SW Kansas and has the tourism appeal of historical Dodge City, not to mention the entertainment value of the United Wireless Arena, Boot Hill Casino, and more!
- Reliable Wi-Fi and updated technology.
In today’s digital world, fast-speed wi-fi is a necessity and technology advancements are announced almost daily. If your event has technology needs, be sure your venue has the projectors/screens, microphones, and A/V hookups you need and is not so outdated that it is inaccessible. At the Boot Hill Casino Conference Center, A/V hookups are as simple as plug-and-play with HDMI connection to state-of-the-art ceiling mounted laser projection onto 20’ square screens that ensure there’s not a bad seat in the room.
- Proper seating and set-up.
Most conference centers have various sizes of spaces, so know how many people plan on attending your event. You want a space that gives you room to move, but not so much that it seems empty and poorly attended. Know what type of seating arrangement will work best also. Awards banquets, weddings, and other celebratory events will prefer round banquet table arrangements, whereas instructional meetings would benefit from a classroom style setting. To encourage discussion and participation, a modified classroom or U-shaped boardroom style would be better.
Along with the room arrangements, the chairs and tables themselves need to be considered. Does the venue provide these or do you have to rent them? Who is responsible for setting up the room and cleaning up afterwards? Is there a fee or penalty for either? Boot Hill Casino Conference Center has all the tables and chairs you would need for any size of event or style of meeting and our operations crew will have your room set-up for you, following every detail of the map your Event Manager will create with you.
- Quality service and efficient staff.
Staffing is easily overlooked when booking an event but can have an immense impact on how your social or meeting is run.A proper staff-per-guest ratio is something the conference center should monitor.There should be plenty of wait staff, housekeeping, and a venue coordinator on hand to help you, should any issues arise.Along with quantity of staff, you should be given quality staff who are well-trained and professional in appearance and mannerism. The staff at Boot Hill Casino Conference Center are held to high standards in both service and professionalism, from the waitstaff to operations to event staff. We always have personnel on-site to help with greeting guests to technical solutions and can accommodate most last-minute requests. We also distribute a post-event satisfaction survey as a follow-up, working to identify any weaknesses to proactively correct them for future events.
Food is a universal language and your meeting or banquet can be the talk of the town afterwards based on the quality of the catering. Ensure the venue has catering ability, or if not, can recommend a reputable place to have catering brought in. Hunger can make attention spans short and meetings ineffective (plus you deal with “hangry” attitudes!).The Boot Hill Casino & Resort Conference Center has an award-winning in-house catering operation headed up by Chef Steve Southern, with an extensive menu with something to please everyone! Chef also loves custom menus, so don’t be shy if you want Grandma’s Potato Salad included!
- Justified pricing & added value.
Of course, cost is going to be very important to your meeting or gathering. This is often a quick decision that can be regretted later. Be sure to look at the fine print when asking about cost. Are there extra fees hidden or surcharges? What all is included at this rate? Am I limited on how many hours I have? Something that appears pricier up-front may surprise you in how much is included at no extra cost whereas the cheaper version may cost more once you rent tables & chairs, pay for delivery of items, and the hours spent setting up and cleaning to keep your security deposit.
Of course, cost is going to be very important to your meeting or gathering. This is often a quick decision that can be regretted later. Be sure to look at the fine print when asking about cost. Are there extra fees hidden or surcharges? What all is included at this rate? Am I limited on how many hours I have? Something that appears pricier up-front may surprise you in how much is included at no extra cost whereas the cheaper version may cost more once you rent tables & chairs, pay for delivery of items, and the hours spent setting up and cleaning to keep your security deposit.
We pride ourselves on the extra touches offered by the Boot Hill Casino & Resort Conference Center at no additional cost. Attentive wait staff keeps refreshments in stock, the operations crew maps out and sets up your space per your wishes, housekeeping will clean and sanitize the space before and after you arrive, and a dedicated Event Manager is your on-site planner and concierge. All this leads to a worry-free environment that you simply show up and receive compliments on a smoothly run event!
A hotel connecting or adjacent to your event space is one of the most convenient aspects to look for, especially for late-night receptions or multiple day conferences. Being able to walk to your event without worrying about parking or driving home being a long day or a night of fun makes everyone happier and safer. Some of your attendees may have driven hundreds of miles away to come to your event and it’s not feasible to make the trip twice in one day. While not necessary to be on-site, the convenience factor is strong in having a hotel close by.
The Hampton Inn is steps away from the Boot Hill Casino Conference Center and there are multiple other hotels within a few minutes’ drive with an easy commute along the bypass of Highway 50.Dodge City has a wide variety of accommodations and all within a 10–15-minute drive at the most, making it a great option for large meetings or receptions.
Whether this is health safety or personal safety, your attendees shouldn’t worry about either when traveling on business or attending a celebratory moment in life. When deciding on the location and venue of your event, be aware of the exact location of the venue (is it in a good, safe neighborhood?) and of the precautions taken at that venue. Know the crime levels of the location, be aware of political uprisings, and ask about state health code reports or violations. You want your attendees to enjoy themselves and come away from your event with a positive experience.
The adjacent Boot Hill Casino has security personnel on-site and the local police force are a short distance away, able to respond quickly and prevent any issues at our conference center. Our food & beverage department has passed every inspection with flying colors since opening in 2011, and the housekeeping and operations crew thoroughly clean and sanitize spaces even before COVID was a concern.
SUMMARY
The right conference center space has a huge impact on your ideal event and you should make a list of what is most important to making that event perfect. The Boot Hill Casino & Resort Conference Center has all eight of the qualities listed above, and our experienced Event Managers would be happy to give you a tour or answer any questions you may have. Our service is excellence-rated and our facilities are top-notch; the combination putting us a step above the rest.
Call us at (620)371-7390 or email us at info@unitedwirelessarena.com to schedule a tour or to book your next event in historic Dodge City!