How to secure the best conference rooms in La Crosse. What are the top strategies for getting discounts on bookings. Which room options are available at the La Crosse Center. How to optimize your event planning for success.
Unveiling La Crosse Center: A Premier Wisconsin Convention Venue
Nestled in the heart of downtown La Crosse, the La Crosse Center stands as a beacon for event organizers seeking a top-tier venue. This state-of-the-art facility boasts over 50,000 square feet of versatile meeting and exhibit space, catering to events of all sizes and types.
What makes the La Crosse Center stand out? Its impressive array of facilities includes:
- Main Hall arena
- Grand Hall ballroom
- 20+ breakout rooms
- Outdoor riverfront area
With the capacity to host hundreds of conferences, trade shows, weddings, and banquets annually, the La Crosse Center has established itself as a go-to destination for event planners. The center’s experienced coordinators are committed to ensuring every detail is meticulously handled, allowing organizers to focus on the content and success of their events.
Mastering the Art of Conference Room Booking: Top 5 Insider Tips
Securing the perfect conference room can make or break your event. Here are five expert tips to help you navigate the booking process at the La Crosse Center:
1. Early Booking is Key
Why is early booking crucial? Peak seasons see rooms filling up rapidly. To ensure you get your preferred space, aim to book 6-12 months in advance. This foresight gives you the best shot at securing your ideal room before others claim it.
2. Flexibility in Dates
Can being flexible with your event dates benefit you? Absolutely. By avoiding major holidays and weekends, you open up more room options. Pro tip: January through March tends to be the slowest period, making last-minute bookings more feasible during these months.
3. Understanding Room Capacities
How can you avoid the common pitfall of over- or under-booking space? Carefully consider your expected attendance and desired seating configuration. The La Crosse Center team is always ready to suggest room capacities that will comfortably accommodate your headcount.
4. Inquire About Discounts
Did you know the La Crosse Center offers special rates? As a nonprofit venue, they provide discounted rates for charitable events. Additionally, multi-day bookings may qualify for bulk discounts. Don’t hesitate to ask about these money-saving opportunities.
5. Enhance Your Event with A/V and Catering
How can you elevate your event experience? Take advantage of the center’s A/V equipment and on-site catering services. From microphones and projectors to delicious food and beverages, discussing these options early ensures all your specialized requests are coordinated seamlessly.
Exploring the Diverse Conference Room Options at La Crosse Center
One of the La Crosse Center’s greatest strengths is its variety of conference and meeting spaces. Let’s delve into the different room options available:
Breakout Rooms: Ideal for Intimate Gatherings
What makes the breakout rooms at La Crosse Center special? These versatile spaces, ranging from 300 to 700 square feet, are perfect for smaller sessions, meetings, and seminars. They can accommodate 10 to 50 people in various seating arrangements and come equipped with built-in audio/visual equipment for all your presentation needs.
Meeting Rooms: Perfect for Mid-Size Events
Looking for a space to host 50-100 attendees? The North Hall and South Hall meeting rooms offer over 5000 square feet of space, divisible into smaller sections as needed. These rooms boast abundant natural light and stunning river views, creating an environment that fosters productivity and collaboration.
Grand Hall Ballroom: Elegance for Large Gatherings
How can you make a statement with your event? The Grand Hall Ballroom, spanning over 10,000 square feet, is the answer. This elegant space is ideal for formal conferences, galas, and weddings, capable of hosting hundreds of guests. With state-of-the-art lighting and audio systems, it’s perfect for plated dinners and presentations.
Exhibit Halls: Expansive Space for Major Events
Planning a large conference or trade show? The Main Hall and Arena offer vast, configurable spaces to accommodate hundreds of booths and displays. These exhibit halls feature loading docks and drive-in access, simplifying the move-in and move-out process for exhibitors.
Unlocking Success: Advanced Booking Strategies for La Crosse Center
To truly maximize your event’s potential at the La Crosse Center, consider these advanced booking strategies:
Tailoring Your Space to Your Event’s Unique Needs
How can you ensure your chosen space aligns perfectly with your event? Start by carefully considering your event’s size, layout requirements, and necessary features. The La Crosse Center offers a range of room sizes and configurations, allowing you to find the ideal fit for your specific needs.
Leveraging Technology for Seamless Events
In today’s digital age, how can you ensure your event stays technologically relevant? The La Crosse Center provides state-of-the-art A/V equipment in many of its rooms. When booking, inquire about the latest tech offerings and how they can be integrated into your event to enhance attendee experience and engagement.
Maximizing Your Budget with Strategic Booking
How can you get the most value for your booking budget? Consider booking during off-peak seasons or mid-week for potentially lower rates. Also, explore package deals that might include catering or A/V services along with your room rental for a more cost-effective solution.
Navigating Catering and Additional Services at La Crosse Center
Beyond providing excellent spaces, the La Crosse Center offers a range of additional services to elevate your event. Let’s explore these offerings:
Culinary Excellence: On-Site Catering Options
What sets the La Crosse Center’s catering apart? Their on-site catering service offers a diverse menu to suit various tastes and dietary requirements. From light refreshments for breakout sessions to elegant plated dinners for galas, their culinary team can craft the perfect dining experience for your event.
Technical Support: Ensuring Smooth Operations
How can you guarantee your event runs without a hitch? The La Crosse Center provides professional technical support for all your A/V needs. Their team can assist with everything from basic microphone setups to complex multi-media presentations, ensuring your message is delivered clearly and effectively.
Event Planning Assistance: Your Partner in Success
Need help bringing your vision to life? The center’s experienced event coordinators are at your service. They can assist with everything from room layouts and decor to coordinating with external vendors, helping to create a cohesive and memorable event experience.
Maximizing Your La Crosse Center Experience: Beyond the Conference Room
While the conference rooms at La Crosse Center are exceptional, there’s more to consider for a truly successful event. Here’s how to make the most of your time at the center:
Exploring the Surrounding Area
How can attendees make the most of their visit to La Crosse? The center’s downtown location puts it within walking distance of numerous restaurants, shops, and attractions. Consider providing attendees with a list of local highlights to explore during downtime.
Incorporating the Outdoor Riverfront Area
Weather permitting, how can you utilize the center’s outdoor space? The riverfront area offers a beautiful backdrop for networking events, coffee breaks, or even outdoor sessions. Incorporating this space can add a refreshing element to your event schedule.
Leveraging Local Partnerships
How can you enhance your event with local flavor? The La Crosse Center has partnerships with various local businesses. From featuring local products in welcome bags to arranging group outings to nearby attractions, these partnerships can add unique touches to your event.
Planning for Success: Pre and Post-Event Considerations
To ensure a truly successful event at the La Crosse Center, consider these pre and post-event strategies:
Pre-Event Site Visits
Why are site visits crucial? Scheduling a pre-event visit to the La Crosse Center allows you to visualize your event in the space, identify potential challenges, and spark creative ideas for room setups and decor. It’s an invaluable step in the planning process.
Post-Event Feedback
How can you improve future events? After your event, take time to gather feedback from attendees, staff, and vendors. The La Crosse Center team is always eager to hear about your experience and use this information to continually enhance their services.
Building Long-Term Relationships
Why consider returning to the La Crosse Center for future events? Building a relationship with the center can lead to benefits such as priority booking, familiarity with the space and staff, and potentially even preferred rates for repeat customers.
By leveraging these insider tips and strategies, you’re well on your way to hosting a successful and memorable event at the La Crosse Center. Remember, the key to a great event lies not just in the space itself, but in how you utilize it to create an engaging and impactful experience for your attendees.
Welcome to the La Crosse Center! As one of the premier convention and meeting venues in Wisconsin, we offer state-of-the-art facilities and top-notch service to ensure your next event is a resounding success. In this guide, we’ll share insider tips and secrets for booking the perfect conference room at our center.
Introduction to La Crosse Convention Center
The La Crosse Center boasts over 50,000 square feet of flexible meeting and exhibit space located right in the heart of downtown La Crosse. Our facilities include the Main Hall arena, Grand Hall ballroom, 20+ breakout rooms, and outdoor riverfront area so we can accommodate events of all sizes. We host hundreds of conferences, trade shows, weddings, banquets and more each year.
Our experienced event coordinators are ready to help you every step of the way. From room layouts and A/V needs to catering and vendor recommendations, we’ll make sure every detail is covered so you can focus on your event. Read on for insider tips to make conference room booking easy and stress-free!
Tip #1: Book Early for Best Selection
Dates and rooms book up quickly here, especially in peak seasons. To secure your top room choice, book your conference space 6-12 months in advance when possible. This ensures you get the rooms you want before others scoop them up.
Tip #2: Be Flexible with Dates
If your event dates are flexible, avoiding major holidays and weekends can provide more room options. January through March tends to be our slowest period, so last-minute bookings may be easier during these months.
Tip #3: Consider Room Capacities
Over- or under-booking space is a common mistake. When reserving rooms, carefully consider your expected attendance and how you want to configure seating. Our team can suggest room capacities to accommodate your headcount.
Tip #4: Ask About Discounts
As a nonprofit venue, we offer discounted rates for charitable events. Multi-day bookings can also qualify for bulk discounts. Don’t be shy to inquire about special offers that can make room rentals more affordable.
Tip #5: Enhance with A/V and Catering
From microphones and projectors to onsite catering, we offer A/V equipment and food/beverage services to completely outfit your event space. Discuss options early so we can coordinate specialized requests.
By booking early, understanding room capacities, asking about discounts, and utilizing our A/V and catering services, you’ll be well on your way to hosting a seamless event here. Our seasoned staff is always ready to offer guidance and insights to ensure your conference is a memorable one. Just ask us how we can help!
Overview of Conference Room Options
One of the top advantages of booking space at the La Crosse Center is the wide variety of conference and meeting rooms available. From intimate boardrooms to expansive exhibit halls, we have the perfect space for events of all types and sizes.
Breakout Rooms
Our 20+ breakout rooms provide the ideal setting for smaller breakout sessions, meetings, and seminars at your conference. Ranging from 300 to 700 square feet, these flexible rooms can accommodate 10 to 50 people in various seated or classroom arrangements. Built-in audio/visual equipment is available in each room for presentations or video conferencing needs.
Meeting Rooms
For mid-size gatherings of 50-100 attendees, our meeting rooms fit the bill beautifully. Our North Hall and South Hall meeting rooms offer over 5000 square feet of space that can be divided into smaller sections as needed. With abundant natural light and panoramic views of the river, these spaces promote productivity and collaboration.
Ballrooms
Host formal conferences, galas, weddings and more in our elegantly appointed Grand Hall Ballroom. At over 10,000 square feet, the ballroom can host hundreds of guests in rounds or banquet seating. An adjacent pre-function area provides additional space for receptions and gatherings. State-of-the-art lighting and audio make the ballroom ideal for plated dinners and presentations.
Exhibit Halls
For major conferences and trade shows, our exhibit halls offer expansive, wide-open space to accommodate hundreds of booths and displays. Divided into sections, the Main Hall and Arena can be configured to your specific needs. Loading docks and drive-in access make move-in/move-out easy for exhibitors.
With our tiered range of conference room options, you’re sure to find the perfect fit for your La Crosse event! Let us know how we can help design a space that brings your vision to life.
Tips for Booking the Perfect Space
Finding the ideal conference room for your event can seem daunting, but we’re here to make it easy. Use these insider tips when booking space at the La Crosse Center:
Consider Your Needs
First, think about the size, layout, and features you’ll require. Will presentations or A/V be involved? Do you need moveable walls or an open floor plan? Providing details upfront helps us match you with the perfect room.
Be Realistic About Capacity
Overcrowding makes events uncomfortable, while huge empty spaces waste money. when estimating attendance, pad your numbers a bit to allow for last-minute additions or no-shows.
Review the Schedule
Before committing, have us share the calendar for your preferred date. Knowing what other events are booked near yours can help identify potential noise or traffic issues.
Consider Extra Space
Don’t forget lobby areas for registration, pre-function spaces for mingling, and backstage access for speakers. Build in extra square footage so your event flows smoothly.
Ask About Flexibility
Many of our spaces can morph to meet changing needs. Knowing how rooms can be reconfigured or combined gives you options as plans evolve.
Discuss Budget Early
To avoid sticker shock, be transparent about your budget from the start. We can then suggest rooms to maximize your value. Ask about discounts and concessions too.
By being clear about your vision, realistic on capacity, and budget-conscious early on, we can collaborate to ensure you book a space that exceeds expectations. Let our team help take the stress out of conference room reservations.
How to Reserve a Room Online
Booking a conference room at the La Crosse Center is quick and easy using our online reservation system. Follow these steps for fast, convenient reservations 24/7:
- Visit our website and click “Book an Event.” This takes you to our online booking portal.
- Select your date(s) using the calendar tool and click “Search.” Available rooms will appear.
- Browse room details like capacity, amenities, and pricing. Click “More Details” for photos and specifications.
- Once you’ve found the perfect space, click “Select Room” to begin the booking process.
- Enter your contact/billing details and information about your event.
- Review your reservation details carefully before submitting.
- Provide payment information through our secure payment processor.
- You’ll receive a confirmation email with your receipt and event details.
Tips for Online Booking
Streamline your online reservation experience with these tips:
- Have your date(s), attendance count, and room needs handy before starting.
- Be flexible on dates and rooms for the best availability.
- Allow pop-ups from our site so room details can display.
- Double check event details before submitting.
- Save your confirmation – it contains important information for event day!
We want your online booking experience to be smooth and stress-free. Let us know if any questions arise as you reserve space for your La Crosse event!
Avoiding Scheduling Conflicts
When hosting your event at a busy venue like the La Crosse Center, avoiding scheduling conflicts with other groups is key for a smooth experience. Here are some insider tips to sidestep issues:
Review Existing Reservations
Before booking, have us share details on what other events are scheduled at the venue for your target date. Knowing what’s already on the calendar lets you anticipate and avoid potential conflicts.
Consider Traffic Flow
Look at room locations and the event schedule holistically. Allow enough time between bookings for load-in/load-out. Make sure large groups won’t clog foot traffic for other events.
Leave Wiggle Room
Avoid booking your event start and end times right up against other bookings. Allow buffers of 30-60 minutes to prevent groups from overlapping and interfering with each other.
Communicate Potential Issues
If your event could potentially impact others, let us know upfront. We can then alert the other groups as needed to prevent problems before event day.
Think Beyond Meeting Times
Factor in prep time needed in your room prior to the event start. Don’t forget post-event cleanup either. Build these needs into your reservation.
Plan for Shared Spaces
Be aware that common areas like lobbies and restrooms will be used by other guests. Plan accordingly so your attendees aren’t caught off guard.
With some savvy scheduling and planning, you can avoid the headaches of last-minute conflicts. We’re happy to help you navigate the calendar to keep your event running smoothly.
Negotiating Rates and Discounts
Scoring a deal on your conference room rental is possible with the right approach. Use these insider strategies when negotiating rates and discounts at the La Crosse Center:
Book During Off-Peak Times
Aim for dates in our slower seasons like winter and late spring to get lower base rental rates. Summer and fall are peak booking times, so prices are higher.
Bundle Upgrades
Adding A/V, catering, extra rooms, etc. gives us more incentive to offer discounts. Bundling gives us more business overall.
Pay In Full Upfront
For the best possible price, offer to pay your entire balance upon booking rather than closer to the event date. It reduces our administrative costs.
Bring Repeat Business
If you’ll be booking multiple events with us, let us know. We’re very willing to negotiate on pricing for repeat customers.
Be Flexible
Consider nearby overflow hotels and transportation options. This provides more options if your preferred space is booked and increases negotiating power.
Highlight Special Circumstances
Inform us if you represent a nonprofit, are facing budget constraints, etc. We’ll work to accommodate within reason.
Remember rates are always negotiable here. With creative, flexible solutions, we can partner on a conference room rate that fits your budget and objectives.
Catering and A/V Options to Consider
Providing food, refreshments, and seamless A/V during your conference improves the experience for attendees. Here are some catering and tech options to consider when booking space at the La Crosse Center:
Catering
- Breakfast pastries, coffee, and juice for morning arrivals
- Lunch buffets with salad, sandwiches, and hot entrées
- Afternoon snack breaks with cookies, fruit, and drinks
- Cocktail receptions with passed hors d’oeuvres and appetizers
- Plated dinners featuring chicken, beef, fish, and vegetarian choices
A/V Capabilities
- Projectors and screens for presentations and slides
- Microphones and speakers placed throughout the room
- Mixers to control sound levels and quality
- Lighting options for spotlights, effects, and ambiance
- Internet and wifi to support crowds online
Our onsite catering delivers convenience and quality using fresh, locally-sourced ingredients. And our A/V techs ensure your presentations, videos, and speeches are seen and heard flawlessly. Discuss options with our team early when booking!
Ideas for Customizing Your Room
Looking to spruce up your personal space and make it your own? Customizing your room is a great way to reflect your style, interests, and personality. Whether you’re working with a small dorm room, rented apartment, or your childhood bedroom at your parents’ place, there are lots of quick, budget-friendly ways to transform it into your perfect living environment.
First things first, let’s talk color. Painting your walls or adding wallpaper is hands-down one of the most dramatic ways to customize a room. Do cobalt blue walls make you feel energized? Maybe a neutral gray calms you down after a long day. Or if you’re craving some nature, green tones can bring the outside in. Whatever hue suits your fancy, don’t be afraid to use paint to make a bold statement. Wall decals and removable wallpaper let you switch up the look whenever you want without the hassle of repainting. Win-win!
Next up: lighting. Overhead lighting can be super harsh and make a room feel clinical. Warm it up with strategically placed lamps and string lights to create cozy nooks for reading or relaxing. Twinkly Edison-style bulbs instantly add a fun, nostalgic vibe. Or mount sconce lighting by your bed or favorite chair for more focused illumination. Dimmer switches allow you to set just the right mood lighting for any activity.
Now let’s talk furniture. This is where you can really show off your personal aesthetic. Thrift stores and flea markets are treasure troves for unique vintage finds like tufted armchairs, ornate vanities, and one-of-a-kind accent tables. DIY your own headboard, shelve books in crates or boxes, display your beloved souvenirs. Make it eclectic and curated. Few things feel better than being surrounded by pieces you love.
Speaking of pieces you love, your walls are the perfect canvas for showing off all your favorite art, posters, photos, and mementos. Gallery walls are a super popular way to display a visually striking collection, but even just one large statement piece can be impactful. Floating shelves let you creatively arrange all your beloved knick-knacks. And don’t forget about windows – sheers, curtains, blinds, and shutters all filter light and privacy in different ways.
Once your major furniture and artwork is in place, have fun accessorizing to really personalize your space. Vibrant patterned throw pillows and rugs liven up a neutral color scheme. House plants bring natural life and purified air. Framed photos, clusters of candles, cozy blankets… layer on the finishing details that make you happy. Utility items like laundry baskets, garbage cans, tissue box holders, etc. can also reflect your tastes – pick ones you genuinely like looking at.
Some other ideas for custom touches:
- Display strings of twinkle lights
- Show off favorite books or album covers
- Use washi tape to decorate plain furniture
- Hang up inspirational quotes
- Arrange a gallery wall of framed photos
- Incorporate repurposed items like crates, barrels, ladders
- Decorate with floral arrangements or potted plants
- Personalize with removable wall decals
- Add whimsy with patterned contact paper on shelves
- Show off collections of souvenirs/keepsakes
When deciding what to include in your newly customized room, draw inspiration from your favorite eras, places, authors, artists, or musicians. Try picking a color theme and sticking to it. Incorporate meaningful memorabilia. Display any items that spark creativity. And most importantly, don’t be afraid to show off the things you geek out over – this space is just for you!
The most cost-effective approach is sticking to small changes like rearrangement, new textiles, fun accents and handmade DIY projects. But painting, installing lighting and spending on statement furniture can make dramatic impacts if you’re able to invest a little more. Either way, the process should be fun and meaningful. A customized personal space reflects who you are. And that’s always in style.
Looking for more room makeover ideas? Search online for inspiration, read decor blogs and magazines. Notice display techniques used in stores and restaurants. Pay attention to what spaces make you feel peaceful, inspired, or energized. Then start curating your own little world to surround yourself with things that spark joy and creativity every single day.
Key Takeaways for Customizing Your Room:
- Paint or wallpaper lets you make bold color statements
- Lighting creates cozy ambiance suited to your activities
- Decorate with meaningful art, collections, memorabilia
- Incorporate thrifted or handmade furniture with character
- Accessories like rugs, pillows, plants add finishing touches
- Display collections that show off your personality and interests
- Make DIY improvements and decor on a budget
- Draw inspiration from eras, places, artists you admire
- Curate a space that sparks creativity and joy
With a little bit of thoughtfulness and effort, you can transform any space into your perfect personal oasis. Get creative and have fun making it your own!
Breakout Room and Setup Suggestions
When planning a conference, meeting, or event with multiple sessions, breakout rooms are a must. But how exactly should you set up these smaller spaces for optimal experience? As an event planner with over a decade of experience running conferences across the country, let me spill some insider secrets for designing breakouts that actually break up the day productively.
First, think about group size. Are your breakouts for intimate roundtable drills of 5-6 people? Or larger presentations and panels of 50+? Group size can determine if you need theater, classroom, boardroom or cluster seating arrangements. Be sure to accommodate both participants and any speakers, leaving leg room and aisle access.
What about acoustics? Nothing sabotages great discussion faster than poor sound. Carpeted rooms are ideal for muffling noise bleed between groups. If carpet isn’t an option, packing acoustic panels and room dividers can help direct sound properly. Make sure to test audiovisual equipment ahead of time so volume is sufficient for the room size.
Now let’s talk tech and tools. Will you need projection screens, whiteboards, or flip charts? Is WiFi access critical? Are rooms equipped for video conferencing? The activities and discussion in your breakout should dictate what tools are provided. And have backup plans in case of tech fails – nothing derails a good session faster than faulty equipment.
Be sure to cater to device needs too. Are attendees using laptops, tablets, or handouts? Have power strips and charging stations available to keep them powered up. Providing notepads, pens andbottle water is also appreciated.
Don’t forget the comfort factors! Good lighting, both natural and artificial, prevents drowsiness. Is HVAC ample for the room capacity? Small fans can help regulate stale or stuffy air. Build in breaks and keep sessions around 45 minutes to respect attention spans.
Some creative breakout room ideas to mix up the experience:
- Standing breakouts with minimal seating promotes energy and networking
- Outdoor breakouts take advantage of fresh air and scenic views
- Lounge-style rooms with soft seating invite informal chats over coffee
- Activity rooms allow moving breakouts like walking meetings or stretch breaks
- Collaborative spaces have whiteboards for team brainstorming
- Modular furniture lets you reconfigure layouts to match evolving needs
See what I mean about getting strategic with planning? The breakout setup can encourage the experience you envision. Some key questions to ask yourself:
- What size groups will be using the rooms?
- How should seating arrangements facilitate discussion dynamics?
- What audiovisual, tech and tools will be needed?
- How can we optimize comfort with lighting, HVAC, layout?
- How could creative spaces like lounges or activity rooms improve the experience?
In my decade as an event planner, I’ve seen some nightmare breakout setups derail otherwise solid conferences. Like stuffing 50 attendees in a tiny dark room with zero ventilation. Or lecturing a panel through constant mic feedback. Not great memories!
With bit of intentional planning, you can instead create breakout spaces that re-energize attendees. Here are some of my pro tips:
- Walk each room beforehand to troubleshoot issues
- Have spare extension cords, power strips, pens, tape, etc. on hand
- Print signs with room numbers and session names clearly visible
- Use floor plans to assign rooms best suited for group sizes
- Visit each room during the conference to check in on needs
- Keep groups together in one breakout room across multiple sessions
As much as possible, attend the breakout sessions yourself to witness room dynamics first-hand. Are groups too crowded or sparse? Is audio adequate or distracting? Watch for ways the room setup could be improved. Ask for participant feedback too – they’ll appreciate you want to optimize their experience.
Lastly, don’t underestimate good signage. Well marked breakout rooms prevent that awkward moment of wandering lost. Have clear signs indicating room numbers, names, and any directions. Also post session names and schedules outside each room. It keeps attendees informed and confident navigating between sessions.
Breakout rooms may seem secondary to your event agenda, but they hugely impact the attendee experience. Put care into designing these spaces and you’ll be amazed at the energy and engagement it generates all conference long. See you in the breakouts!
Key Takeaways:
- Consider group size and seating layout to facilitate discussion
- Address tech and equipment needs based on session activities
- Build in creature comforts – lighting, A/C, chargers, water, etc.
- Get creative with lounge, outdoor or activity breakout options
- Walk each space ahead of time to troubleshoot issues
- Have spare AV supplies and extension cords on hand
- Check in with groups during conference for any needs
- Use clear signage so attendees can find rooms easily
Accommodating Large vs Small Groups
When it comes to booking a conference room in La Crosse, one key consideration is how to best accommodate the size of your group. Large groups and small groups each have their own unique needs and preferences. Here are some insider tips on making the most of conference room rentals for groups big and small in La Crosse:
Optimize Space for Large Groups
If you’re booking a conference room for a large group, look for a space that can comfortably fit everyone with room to spare. Consider auditorium-style rooms with tiered seating so attendees in the back can see. Or choose a room with modular furniture and open floor plans so you can arrange seating and tables as needed. The La Crosse Center has several large ballrooms and meeting spaces perfect for big groups.
Add Tech for Large Group Presentations
Large groups will appreciate tech amenities like multiple projection screens, audio capabilities for speakers, and events live streaming options. Look for venues like the La Crosse Center that offer built-in A/V equipment and onsite tech support to meet all your presentation needs for a big audience. Having mics, lecterns, and confidence monitors helps ensure everyone in a large group can easily see and hear.
Book Smaller Rooms for Intimate Groups
For smaller, intimate meetings, consider booking one of the many smaller conference rooms available in La Crosse hotels and venues. Local restaurants like The Charmant Hotel or The Maple Tree often have private dining areas perfect for groups of less than 10. Smaller rooms provide a comfortable, focused environment for smaller groups or breakout sessions.
Arrange Furniture to Facilitate Discussion
Small groups are ideal for workshops, roundtable discussions, focus groups, and hands-on collaboration. Look for conference rooms where furniture is easy to rearrange. Tables that can be set up for small groups of 4-6 people in circles or rounds are perfect for facilitating conversation. Have a variety of seating options like comfortable chairs for smaller breakout conversations in more relaxed settings.
Consider BYOD for Small Groups
Since small groups have fewer people, they may not need as robust A/V capabilities. Many local venues allow you to Bring Your Own Device, which can save on rental costs. Most smaller conference rooms offer Wi-Fi and power outlets for charging laptops, tablets, and phones that attendees can use to pull up presentations and materials.
Book Half Rooms for the Right Fit
If you only need space for 8-12 people, consider booking half a room. The La Crosse Center and many local hotels can partition their larger spaces to accommodate both small and mid-sized groups simultaneously. You’ll get the right sized room without paying for more space than you actually need.
Have Snacks and Beverages On Hand
Providing snacks, coffee, and beverages helps facilitate socializing and networking for small groups. Choose a conference room with food service so you can easily order coffee breaks, lunches, or appetizers. Or look for venues with refridgerators and counters you can use to set up DIY stations with snacks and refreshments that your small group can graze on throughout the day.
Take Advantage of Nearby Breakout Spaces
Even in a large group setting, having additional breakout rooms available nearby is useful for splitting into smaller groups or working in shifts. Look for conference venues that offer access to multiple rooms in the same building. The La Crosse Center connects to several hotels with additional meeting rooms, so groups can break out and reconvene easily.
Book a Block of Hotel Rooms
For out of town conferences and meetings, reserving a block of hotel rooms nearby provides convenience. Attendees appreciate having lodging within walking distance. Most hotels offer discounted group rates and packages. Consider reserving a hospitality suite for informal small group meetings and socializing outside of regular conference programming.
The needs of large vs small groups can vary widely, so consider all these factors when booking conference rooms. With the right space and amenities, you can optimize for groups of all sizes in La Crosse. Follow these insider tips to keep your attendees engaged and productive.
Accessibility and Special Requests
Booking a conference room comes with all kinds of logistic details to handle. One key area is preparing to accommodate attendees with disabilities or other special requests. As an event organizer in La Crosse, be proactive about accessibility and special needs to ensure a smooth, successful event for all. Here are some insider tips on handling accessibility and special requests when booking conference space in La Crosse:
Ask About Accessibility Up Front
When contacting a venue, ask specifically about accessibility features they offer. Is the space ADA compliant with ramps, wide doors, and elevators for wheelchair users? Are there accessible restrooms? Does the venue offer ASL interpreters or assistive listening devices if requested? Top providers like the La Crosse Center can share all the accommodations and services they provide.
Give Attendees a Chance to Request Accommodations
On your event registration forms and invites, include information about requesting accommodations. Give people the opportunity to ask for ASL interpreters, closed captioning services, preferential seating, or other needs ahead of time so you can prepare. Venues like the La Crosse Center have experience arranging various accessibility services with enough notice.
Reserve Spaces Accessible to All Areas
When booking specific conference rooms, prioritize spaces located near accessible entrances and elevators. Attendees with limited mobility will appreciate rooms close to parking and easy to navigate for everyone. For larger conferences, reserve a variety of rooms throughout the venue to spread events out conveniently.
Arrange Furniture for Mobility Needs
Make sure there is ample clearance around tables and seating for those with wheelchairs, walkers, or service animals. Arrange chairs and tables in accessible configurations, allowing wide aisles for passing. Venues like the La Crosse Center can help adjust room layouts and remove potential obstacles in the space if notified ahead of time.
Look into Communication Access Options
For the deaf or hard of hearing community, venues can provide ASL interpreters, closed captioning or CART services. Determine if any portable assistive listening devices are available onsite to amplify sound. Offer attendees the option to request copies of presentations, scripts and notes ahead of time to follow along.
Accommodate Service Animals
Service animals must be allowed to accompany disabled handlers in any public event space. Alert venue staff to expect service dogs or mini horses so they know to accommodate them. Have courtesy relief areas clearly marked and accessible for service animals if hosting lengthy conferences.
Provide ADA Accessible Lodging
When booking room blocks for overnight events, reserve some accessible hotel rooms to accommodate mobility issues. Top disability-friendly hotels in La Crosse include Courtyard La Crosse and the Radisson Hotel La Crosse which offer lowered beds, roll-in showers, visual alarms and more in select rooms.
Offer Alternate Formats for Materials
For attendees with visual impairments, offer to provide conference materials, handouts and presentations in alternate formats like Braille, large print or accessible electronic documents. Venues like the La Crosse Center have experience producing materials in accommodation formats when given advance notice.
Allow Dietary Restriction Requests
On catering menus and registration forms, allow attendees to note food allergies or restrictions. Work with caterers and venues like the La Crosse Center that can provide gluten-free, vegan, and other special meal options. Offer nut-free areas if requested for severe allergies.
Offer Quiet Spaces and Sensory Rooms
For neurodiverse guests who may experience sensory overload, designate quiet spaces they can retreat to during busy conferences. See if nearby hotels or venues have sensory rooms available for booking to use as respite spaces.
Train Staff on Accommodating Disabilities
Ensure venue staff, volunteers, and vendors understand how to provide excellent service to accommodate disabilities. Many La Crosse event spaces require accessibility training to best serve all guests. Providing accommodations smoothly starts with educated staff.
Booking event space in La Crosse offers great opportunities to create inclusive, accessible experiences for all attendees. Follow these tips starting early in the planning process, communicate with transparency, and partner with experienced venues to accommodate accessibility and other special requests at your next event.
Nearby Hotels for Attendees
When organizing an event and booking conference space in La Crosse, lining up nearby hotel accommodations is key. Proximity matters for providing convenience and great experiences for out-of-town attendees. Here are insider tips on researching hotels and room blocks when booking events and conferences in La Crosse:
Walkability is Ideal
Look at a map to find hotels that are within walking distance or a very short drive/shuttle ride away from your conference venue. The closer the better for easy commuting between sessions and networking events. Downtown La Crosse has walkable clusters of hotels around facilities like the La Crosse Center.
Research Group Rates and Packages
Many La Crosse hotels offer discounted group rates for reserving a block of rooms in advance. Ask about including perks like discounted parking, Wi-Fi, breakfast vouchers or welcome amenities to sweeten the deal. Radisson Hotel La Crosse and other top hotels provide conference and group packages.
Reserve a Range of Room Types
For larger conferences, book various room categories to meet all budgets and needs. Reserve standard rooms along with upgraded suites or executive rooms. Have some single occupancy and some double occupancy rooms in the block. Offer options like smoking and non-smoking as well.
Consider Overflow Options
Build relationships with multiple nearby hotels so if your room block fills up, you have an overflow option ready nearby. Having a few partner hotels on standby ensures you can accommodate last minute registrations and walk-ins.
Look at Meeting Space in Hotels
Many La Crosse hotels offer meeting and event facilities onsite as well. If hosting smaller breakouts or wanting private space for your team, book meeting rooms at neighboring hotels near your main conference venue.
Partner with Convention Bureau for Reccomendations
La Crosse’s convention and visitors bureau can suggest vetted hotels that routinely accommodate large groups and conferences successfully. Local experts know the accommodation landscape well for advice.
Consider Shuttle Logistics
If nearby hotels are more than a comfortable walk, look into arranging shuttles to transport attendees conveniently between the venue and hotels at peak check-in/check-out times and before major conference sessions.
Reserve Accessible Rooms
When booking a room block, be sure to reserve some accessible rooms to accommodate guests with disabilities. Top options like Courtyard La Crosse have ADA compliant rooms to meet various accessibility needs.
Promote Reserved Room Blocks
Once you’ve arranged a hotel room block, promote it early to attendees to take advantage of group pricing. Provide hotel details and booking links prominently on your conference website and registration pages.
Set Firm Cut-Off Dates
Have set deadlines for when your room block rates and reservations end. This motivates people to book early and not miss out. Give frequent reminders as the cut-off date approaches.
Negotiate Cancellation Policies
Look for hotels willing to provide some flexibility around changing or canceling room reservations if plans shift. Reach agreements on addressing unclaimed rooms in the block if numbers drop.
Consider Overflow Accommodations
Have back-up recommendations on alternative lodging like nearby vacation rentals, B&Bs, suites or even college dorm rooms to accommodate last minute overflows beyond hotels.
Booking a solid hotel room block early is a key piece of planning a smooth conference experience for out-of-town attendees. Follow these insider tips when lining up accommodations near your event venue in La Crosse.
Billing and Payment Process
Looking to book a conference room in La Crosse? As an insider, I’m here to let you in on the top 15 secrets to scoring the perfect space for your next meeting or event. From billing practices to reservation strategies, I’ve got the inside scoop on navigating the sometimes perplexing world of conference room rentals.
1. Book early
Procrastinators beware! The most popular rooms like the Grand Hall at the La Crosse Center book up months in advance. For peak dates, I’d recommend booking 6 months ahead if possible. The early bird gets the worm…or in this case, the coveted river view room.
2. Shoulder seasons = savings
Planning an event in the off-season? You’re in luck! Spring and fall typically have more availability and flexibility. Venues are often willing to negotiate on pricing too. September is a hidden gem for both weather and deals on rooms.
3. Know the fine print
Before booking, thoroughly understand the cancellation policy, minimum rental hours, and any additional fees. Some rooms require 8 hour minimums or charge for audio-visual equipment. Read the fine print to avoid any surprise charges.
4. Beware the bait and switch
If a room seems too good to be true, it probably is. Make sure to get guaranteed pricing in writing when booking, and follow up closer to the event date to confirm your room assignment hasn’t changed.
5. Location, location, location
When evaluating conference rooms, consider proximity to hotels, restaurants, parking and transportation. Easy access for out-of-town attendees is key. The La Crosse Center is centrally located downtown near hotels and parking.
6. Do your homework
Research reviews and photos of potential venues online. Visit in person if possible to get a feel for layout, ambiance and tech offerings. Details like sufficient power outlets or built-in A/V can be game changers.
7. Flexibility is key
Understand what’s negotiable and what’s not for each venue. Many will work with you if dates or space needs fluctuate. Just ask! Custom packages may be available.
8. Book extra time
Build in buffer time before and after the event for setup and teardown. Underestimating these needs is a common rookie mistake. Most rooms allow access at least 1-2 hours before and after.
9. Maximize off-peak hours
Ask about lower rates for bookings on weekends, Fridays and Sundays. You can save big, especially for recurring meetings or day-long rentals.
10. Check city resources
Local parks departments, schools, libraries and community centers often have affordable multi-purpose rooms. These are hidden gems for meetings on a budget.
11. Bundle and save
Booking multiple rooms or several dates? Ask about discounted packages. Most venues offer bundled pricing for convention clients, frequent renters or long-term bookings.
12. Don’t forget concessions
Catering, A/V and other add-ons is where facilities make their money. Don’t be afraid to negotiate on these a la carte items if you book space regularly.
13. BYO (with permission)
Providing your own food, equipment, or supplies? Make sure to ask about rules so you avoid extra charges. Some places prohibit outside catering or limit what can be brought in.
14. Use your connections
If you’re part of a professional, civic or social organization, check for special rates. Many venues offer discounts to chambers, alumni or partner groups.
15. Get creative
Think outside the box for budget event space. Lofts, museums, demonstration kitchens or public spaces like parks can provide unique ambiance on a dime.
Follow these expert tips to unlock the best conference room spaces La Crosse has to offer. With a little planning and insider knowledge, you’ll be hosting five-star meetings on a two-star budget in no time. Let me know if you have any other questions – I’m happy to share my first-hand experience booking venues in the area. Here’s to your next successful event in La Crosse!
Policies to Know Before Booking
Navigating the fine print of conference room rental policies can be tricky. As an insider with experience booking venues across La Crosse, allow me to shed some light on key policies and procedures you need to know before reserving your next event space.
Cancellation Policies
Understand each venue’s cancellation and date change rules. Some require notice 30+ days out to avoid fees. Others allow cancellations up to 72 hours prior. Know the timeframes to avoid costly surprises down the road if plans shift.
Food and Beverage Rules
Most facilities have exclusive catering arrangements. Outside food and drink may be prohibited or incur added fees. Ask about rules for snacks, alcohol, and catering to prevent extra charges.
Insurance Requirements
Large venues often require event insurance for protection against mishaps. Expect minimum liability coverage levels ($1-2 million). Some may allow you to purchase via their own provider.
Promotions and Signage
Know guidelines regarding displays, promotional materials, banners and signage. Any affixed materials could have extra fees. Approval procedures may be required for reviewing content.
Load-in and Load-out
Find out timed access for vendor load-in/load-out. Restrictions on materials, equipment and vehicles may apply. union labor may be required for certain activities like A/V, which influences costs.
Room Setups
Beyond the basics like chairs and tables, understand options and costs for specialty setups: registration tables, staging, dance floors, etc. Reconfiguring spaces usually incurs added labor fees.
Audio-visual Equipment
A/V offerings, costs and policies tend to vary greatly by venue. Clarify available inventory and who operates equipment. Understand overtime labor rates for extended events.
Internet and WiFi Access
Find out if internet access is included or added cost. Ask whether WiFi is robust enough for streaming video and heavy usage. Request logins or passwords required for connections.
Power Access
Know how many outlets and charging stations are available in the room. Find out about extension cords, power strips and any special requirements for equipment.
Parking Access
Get specifics on parking locations, rates, validation options and policies for quick vehicle access like loading zones. Inform attendees in advance for a smooth arrival experience.
Security and Access
Ask about protocols for after-hours access, door locks, security presence and protecting valuables. You may need special badges, escorts or keys.
Restrooms
Understand if public restrooms are sufficient or if supplemental portable facilities may be needed. Factor proximity and availability for guest capacities and accessibility requirements.
Smoking and Noise Policies
All venues have restrictions regarding smoking, noise levels, music and disruptive activities. Get specifics to inform guests in advance and help avoid issues.
Age Limitations
Some facilities prohibit underage guests for insurance purposes. Others limit hours for minors or require adult supervision.
Damage Fees
You may be responsible for damages, excessive cleaning and missing items. Review inspection procedures and appeal processes to dispute unfair charges.
FAQs and Support for Planners
Discover the Top 15 Conference Room Bookings Secrets in La Crosse: An Insider’s Guide
Looking to book a conference room in La Crosse for your next business meeting or event? As an experienced event planner in the area, I’m here to spill the tea on the insider secrets to scoring the perfect conference space. From venue selection hacks to negotiation strategies, read on for my top 15 tips to master conference room bookings in La Crosse.
First things first – location, location, location! When selecting a venue space, consider proximity to hotels, restaurants, and other amenities your attendees will need access to. The La Crosse Center is centrally located downtown near hotels and eateries. For a more secluded setting, check out venues like Grandview Winery tucked away on the north side of town.
Crunch the capacity numbers to avoid a space that’s either too cramped or cavernous for your headcount. Overestimate attendance slightly to account for last minute registrations. Make sure the room setup (theater, classroom, rounds, reception) aligns with your agenda’s flow. If available, request photos of the space in different configurations.
Inquire about built-in AV equipment and tech support to determine if they meet your presentation needs or if you’ll need to rent additional gear. Confirm speed and reliability of WiFi – sluggish internet is the kiss of death for virtual events! For hybrid meetings, ensure the venue can accommodate live streaming and remote attendees without technical glitches.
Ask if the venue has relationships with preferred AV companies, caterers, transportation providers – this streamlines vendor management. See if you can get discounts by using their partners.
Tour the space in person to assess factors like room acoustics, lighting, temperature control and overall vibe. Does the aesthetic align with your branding and message? Snap photos to share with stakeholders for final input.
Clarify how far in advance you can access the room for setup and teardown. Will there be additional fees for extended hours or labor? Is storage available onsite if shipping materials ahead of time? Are there noise or time of day restrictions?
Inquire about included equipment and furnishings like chairs, tables, lecterns, easels, note pads and pens. Factor in any rentals needed beyond what’s provided into your budget.
Ask about dedicated event coordinators who will oversee room setup, troubleshoot issues, and assist during the conference. Having an onsite point person is invaluable.
Review the fine print of the contract carefully – cancellation policies, liability, catering rules, insurance requirements, etc. Get clarification on any unclear points before signing.
Negotiate concessions like discounted room rental fees for multi-day events, complimentary A/V equipment use, waived labor costs, free parking validation, or included food and beverage credits.
Ask about peak and off-peak pricing – you may score significant cost savings by booking during slower seasons or days of the week.
Inquire if they offer discounts for non-profits, governmental entities, or local businesses – many venues provide special rates.
Bundle meeting room rental with hotel room blocks at nearby properties that venue has relationships with for bundle deals.
Book as far ahead as possible – especially for peak dates. Space is limited and extremely competitive in La Crosse.
Consider corporate partnerships – brand sponsored events or co-hosted conferences can reduce or eliminate rental fees.
There you have it – my top insider tips for booking conference rooms in La Crosse like a pro! With this strategic checklist, you’ll land the perfect venue space for a seamless and successful event. Let me know if you have any other La Crosse booking questions as you plan your next conference or corporate retreat!