International trade fairs present incredible opportunities for businesses to showcase their products, network with industry professionals, and stay on top of global market trends. However, attending these events involves meticulous planning, especially when it comes to finding suitable accommodations. As an exhibitor or professional visitor, your lodging can directly impact your experience at the trade show—affecting everything from your daily logistics to your networking potential and overall productivity.

Here, we will explain how to choose business-friendly accommodation for international trade fairs, helping you maximise your time and efforts at the event.

Location, Location, Location: Stay Close to the Trade Fair Venue

One of the most critical factors when selecting housing for an international trade fair is proximity to the venue. Expos often involve early mornings and long days, so staying near the event can save valuable time, reduce transportation costs, and minimise stress. Here are some of the key benefits you should consider:

• Time-Saving - Being able to walk or take a short taxi ride to the venue allows for more efficient use of your day. You will avoid the hassle of navigating traffic, finding parking, or dealing with unfamiliar public transportation systems.
• Networking Opportunities - Many industry professionals stay in nearby hotels, and this proximity can lead to spontaneous networking opportunities over breakfast or in hotel lounges.
• Convenience - If you need to return to your room during the day for a break or a quick change of clothes, staying close to the venue makes this practical and feasible.

How to Choose the Best Location?

Start by researching the venue. Before booking, look at the map to understand the event's location and surrounding areas. Consider public transportation routes and walking distances.

Then, check the nearby neighborhoods. If you can't book near the fairgrounds, choose a hotel in a business district or a well-connected neighbourhood. Hotels close to metro or bus stations with direct routes to the event are ideal.

See if you can book a shuttle service. Some hotels offer transport services to major trade fairs. Always check if this is an option, as it can save both time and money.

Assess Amenities That Cater to Business Travelers

Business-friendly lodging means much more than just a comfortable bed. When you are at a trade fair, the hotel needs to serve as both a place to rest and a functional workspace. Different amenities will cater to various business travellers, and choosing accommodations with the right features can significantly improve your stay. Be on the lookout for the following:

• Fast and Reliable Wi-Fi - Many trade fair attendees must stay connected with their teams back home, answer emails, and update presentations on the go. Hotels with slow or unreliable internet connections can be a significant source of frustration.
• In-Room Workstations - A dedicated workspace in your room with a desk, ergonomic chair, and good lighting can be crucial for getting work done between meetings or preparing for the next day's presentations.
• Meeting Rooms and Conference Facilities - If you plan on hosting meetings with clients or partners, having access to meeting rooms within your hotel is a huge advantage. Some hotels also offer conference facilities for larger groups.
• Printing and Office Services -While you're away, you may need to print documents, business cards, or event materials. A hotel with a business centre offering printing, scanning, and copying services can be invaluable.

The next few are not as essential as the first ones, but it sure would be great to have them in your hotel:

• Airport and Venue Transportation - Many hotels offer shuttle services to and from the airport and the trade fair venue, catering to business travellers.
• 24-Hour Front Desk and Room Service - Trade fairs often require working at odd hours, so 24-hour services ensure that your needs are met at any time, whether you need to order a meal after a late-night client dinner or resolve a room issue before an early start.

Czech out our guide to learn what business travellers want from their housing when on a trip.

Consider Group Bookings and Team Accommodations

For companies sending teams to trade fairs, coordinating group bookings can simplify logistics and ensure everyone stays in the exact location, promoting team cohesion. Here are some of the key benefits you may take into consideration:

• Cost Savings - Many hotels offer discounted rates for group bookings, especially if you're reserving multiple rooms or entire floors.
• Easier Coordination - Staying together in one location makes it simpler to arrange team meetings, coordinate schedules, and even share transport.
• Block Reservations - Some hotels allow businesses to reserve entire floors or sections of the hotel, providing additional privacy and security for larger teams.

How to Book for Groups:

• Contact Hotels Directly - For groups of 10 or more, it's often best to contact the hotel directly to negotiate rates and block reservations. Some hotels specialise in accommodating business groups and may offer perks like group check-in or customised billing.
• Corporate Travel Agencies - Working with a corporate travel agency can simplify group bookings and ensure you get the best rates and terms for large parties. Fair Point is one company that can help organise your group booking without a hitch.

Budget Considerations: Finding Cost-Effective Accommodation

Attending an international trade fair involves a significant financial investment for many companies. Accommodation costs can quickly add up, so it's important to find lodging that fits your budget without compromising essential business amenities. Here are some expert tips to help you book on a budget:

• Book Early -Trade fair periods tend to spike hotel prices due to demand. Booking early can lock in lower rates and give you a wider choice of options.
• Look for Special Trade Fair Rates - Some hotels partner with trade fairs to offer special rates to attendees. Check the event's official website for partner hotels and special accommodation deals.
• Consider Alternative Lodging -Serviced apartments, Airbnb, and short-term rentals can be more affordable options for extended stays or larger groups. These accommodations often offer more space and kitchen facilities, allowing teams to cook some of their own meals and save on dining expenses.

Given the unpredictability of trade fairs (sudden cancellations, rescheduling, or changes in attendance), it is wise to choose accommodations with flexible booking and cancellation policies. While non-refundable rates may seem appealing due to their lower price, the risk might not be worth it if your plans are subject to change.

Long-Term Stays and Corporate Housing Solutions

Traditional hotels might not be the most practical option for companies participating in multiple regional trade shows or those staying for extended periods. In such cases, long-term corporate housing or serviced apartments can provide more comfort and convenience for extended business trips. Corporate housing has its perks:

• More Space—Corporate housing or serviced apartments offer more living space than standard hotel rooms. They can include separate bedrooms, living rooms, and kitchens, making extended stays more comfortable.
• Home-Like Amenities - With kitchen facilities and laundry services, serviced apartments allow business travellers to maintain a more balanced lifestyle during long stays.
• Cost-Effective for Extended Stays - Long-term accommodations often come with discounted rates for extended bookings, making them more budget-friendly for multi-week or month-long trips.

Sustainability and Eco-Friendly Options

Sustainability is becoming an increasingly important consideration for businesses attending international events. Eco-conscious companies may prioritise accommodations that align with their corporate values of environmental responsibility. Here is how to choose sustainable lodging:

• Green Certifications—Look for hotels with green certifications, such as LEED (Leadership in Energy and Environmental Design), Green Key, or EarthCheck. These certifications indicate that the hotel follows sustainable energy conservation, waste reduction, and water efficiency practices.
• Sustainable Amenities - Some hotels offer eco-friendly amenities such as electric vehicle charging stations, low-energy lighting, or locally sourced food.
• Travel Smart -Choose accommodations near public transportation or that offer shuttle services to the trade fair, reducing your carbon footprint.

Making the Most of Networking Opportunities

Where you stay during a trade fair can directly impact your networking potential. Business-friendly hotels often host a variety of trade fair participants, providing opportunities to connect with other professionals over meals, in lounges, or at hotel-organised events. Here is how you can best leverage the networking opportunities in your accommodation:

• Business Lounges - Many hotels offer exclusive lounges for business travellers, providing a comfortable space to relax and meet other professionals. Make a habit of spending time in these areas to increase your chances of connecting with potential partners or clients.
• Trade Fair Events: -Some hotels organise networking events, breakfasts, or cocktail receptions specifically for expo attendees. Participating in these events can help you meet others in your industry and exchange ideas more informally.
• Choose Popular Hotels for Your Industry - Research where other industry professionals stay by checking with trade show organisers or industry forums. Staying in hotels popular among your peers increases the likelihood of networking.

In Conclusion

Attending an international trade fair is a significant investment for any business, and choosing the right accommodation is vital in ensuring that investment pays off. Numerous factors must be considered when selecting lodging, from proximity to the venue and business-friendly amenities to cost-effective options and networking potential.

That is why working with a corporate travel agency is the fastest and safest way to secure your next business trip accommodation. The specialist at Fair Point will find the best offers for the most suitable locations at the ideal price. You only have to pack your bags and get your boarding card. Leave the rest to us.