Choosing a Business Hotel in Long Island

At some point, many companies find themselves looking for a business hotel on Long Island. They may, for instance, require guest rooms to accommodate employees from satellite offices that are in town for a meeting, conference or seminar. Companies may also use a hotel's facilities to host a conference

Even if you do not use a hotel very often, it's a good idea to develop a relationship with one. This not only may make you eligible for volume discounts on room rates, but if the hotel appreciates your repeat business, it will go out of its way to accommodate you.

The Long Island Convention & Visitors Bureau (licvb.com), which represents more than 100 hotels on Long Island in addition to other venues, can assist you in your search for a business hotel. If you are looking to hold an event at a hotel, the organization's sales department can meet with you to find out what your needs are. It will then submit your request to member hotels that fit the criteria. Those hotels fire back proposals. The LICVB will also coordinate site inspections, so that you can check out finalists with your own eyes.

Whether you are seeking overnight accommodations or planning an event, you will want to choose a hotel that will project the right image for your company. Seasoned business travelers expect a certain level of cleanliness and service. They have come to expect that business hotels have Internet accessibility and wireless connection capabilities. They also might expect an on-premise restaurant/bar, gym and/or pool, so they can conveniently eat, unwind and get some exercise before or after the work day.

Think carefully about which location would make the most sense. For instance, if hotel guests will be going back and forth to your offices, you should look for a facility that is conveniently located to your company.

Or perhaps it is more important that the hotel be easily accessible from the airport or a train station. Ask hotels you interview if they offer courtesy van service to airports and Long Island Rail Road stations.

Keep in mind that if your out-of-town employees are attending an event in Manhattan, accommodating them on Long Island may be a much more economical choice than choosing a hotel in the city. In such cases, accessibility to the LIRR is essential.

If you will be hosting a conference or other event, you will want to ask about the hotel's meeting facilities. How many attendees can the meeting room accommodate? If attendees will branch off into smaller groups during the conference, find out if the facility has several smaller meeting rooms. In addition to high-speed and wireless Internet access, find out if the facility offers state-of- the-art audio-visual equipment and other supplies needed for the meeting.

Is there a business center with a copy machine, fax machine and computers available at the hotel? Ask if there are extra charges for any of these services or supplies.

Be sure to find out what kind of food and beverage service is available. And don't forget parking: Are there ample spots available on-site for all attendees, and is parking free? Inquire about the facility's cancellation policy. How flexible is it if you must change the date of your event?

If your event will last for several days, you may want to work a round of golf, a boat ride or a wine tasting into the mix. Before choosing a venue, think about the extra-curricular activities that will go on, and how your group will get to them. Because they allow attendees to bond as they have fun, activities like cruising the Sound or sipping chardonnay in a vineyard can, in some ways, be just as valuable as the conference itself.