Meetings

Meetings with an overnight stay in Diest

Prins Van Oranje editorial teamPublished on 28 October 20263 min read

If participants are travelling from further away or your programme runs over two days, staying overnight at the meeting venue can be practical. You do not need to organise separate locations for the meeting and hotel. Meetings and overnight stays remain two elements, each with its own arrangements. By requesting them together, Prins Van Oranje can check which combination is available for your group and dates.

A hotel room at Prins Van Oranje for a business stay

Identify who will actually stay overnight

Make a list of the participants who need a room. Record arrival and departure dates for each person or room. Not everyone needs to stay for the same length of time, but any different schedules must be clearly stated in the enquiry.

At Prins Van Oranje, the room options are rooms for one, two, three or four people. Do not allocate rooms based solely on a total headcount. Provide your preferred occupancy for each room type and have availability and room allocation confirmed.

Fit the meeting around hotel timings

Regular check-in is from 14:00 up to and including 22:00, and check-out is before 10:00. If your meeting starts earlier, requesting a function room does not automatically mean the hotel rooms will already be available. State your preferred arrival time and discuss the practical sequence.

Early check-in or late check-out is also a separate request that the hotel must explicitly confirm. Allow time in the agenda for vacating the room, starting the meeting and gathering belongings.

Include breakfast in your schedule

Breakfast is included in hotel room prices. The stated breakfast times are Monday to Friday from 07:00 to 09:00, and Saturday and Sunday from 08:00 to 10:00. Plan your programme around these times.

For example, on a second meeting day, you could have breakfast first, then check out and start the session together. If your work schedule is different, mention this in the enquiry. Any alternative breakfast or room arrangement is only assured once confirmed.

Keep the business elements separate

For a company enquiry, provide the company name and VAT number. The B2B page shows business room prices per room per night, with breakfast, excluding VAT and any tourist tax. Venue hire, catering and extra services are worked out separately.

Do not simply ask for a total for the number of people. Specify rooms, nights, meeting duration and catering separately. The proposal will then show which elements have been priced and which availability or additional arrangements still need confirmation.

Coordinate the arrangements through one contact

Appoint someone to bring together the guest list, room allocation and arrangements. They can also inform the hotel of changes to the programme. This prevents individual participants from inadvertently expecting different arrangements.

After your enquiry, you will first receive a proposal and confirmation of the elements available. The conditions for the hotel rooms and business meeting are agreed in advance. An online enquiry does not reserve a hotel room or function room.