What to check before booking a conference near Oslo Airport

When organizing a conference near Oslo Airport, it's easy to focus only on the number of participants and the date. But the real success factors are in the details. Best Western Plus Oslo Airport helps you organize a smooth conference close to Gardermoen, with personal service and modern facilities.

In this article, we go through the seven most important points you should check before signing the contract. Whether you're planning a one-day meeting, kick-off or larger event, this checklist will help you choose the right venue.

How we chose the most important checkpoints for conferences

We've gathered experience from conference organizers and hotels in the Gardermoen area to identify what separates successful events from those that face unexpected challenges.

Here's what you need to consider when choosing a venue for a conference:

• Capacity and room flexibility: How many people will be attending and what type of sessions will you have? You need rooms that can adapt to the number of participants and type of activity, whether it's a smaller workshop or larger plenary sessions.
• Hybrid technology: To enable online participation, meeting rooms need to have streaming and video conferencing capabilities. In order for everyone to have a good experience, good equipment is needed for both audio and video.
• Transportation and shuttle: It must be easy for visitors from all over the country to get to the conference venues, whether they arrive by train, bus or plane.
• Parking and electric car charging: Many people often arrive by car, and plenty of parking space and access to charging stations for electric cars has become a must.
• Catering and allergy adaptation: Good food keeps the energy levels up and can often be one of the big highlights for conference guests. The kitchen must be able to offer tasty and nutritious food for guests with and without special dietary needs.
• On-site accommodation: When the hotel and conference venues are in the same place, you avoid logistical problems and save time. Rooms must be designed to give guests a restful night's sleep so that they are ready for the next conference day.
• Sustainability and environmental certification: For many companies, it is important to choose environmentally certified premises to strengthen their own sustainability profile.

Best Western Plus Oslo Airport: Outstanding conference hotel for groups from 2 to 220

Best Western Plus Oslo Airport is just seven minutes by shuttle bus from Oslo Airport Gardermoen. The hotel has nine meeting rooms with natural lighting, all located on one level. This makes it easy to move between rooms and breakout areas.

Best Western Plus Oslo Airport offers modern hybrid technology that makes it possible to include participants who cannot be physically present. The dedicated conference team gives you personalized service and knows your needs.

The restaurant's food concept is built around real food enjoyment. Delicious dishes based on seasonal ingredients are served, and the chef adapts the menus to suit allergies and individual preferences.

With 201 newly renovated hotel rooms, all participants can stay comfortably in the same place. In addition, we offer a modern fitness room for those who want to unwind with a workout before or after long meeting days.

Facilities at Best Western Plus Oslo Airport

• 9 meeting rooms on one level: Easy logistics when all rooms have natural lighting and are located in the same area.
• Hybrid meeting technology: Modern video conferencing equipment in most rooms ensures a seamless and good experience also for participants who participate digitally.
• Shuttle bus every 30 minutes: The shuttle bus takes you to or from the airport in under seven minutes, eliminating transportation stress
• 200 parking spaces with 12 electric car chargers: Guests who drive can park, and electric cars can charge while the driver is in the meeting
• Restaurant with customized menus: The kitchen caters to allergies and dietary preferences with customized solutions
• 24-hour bar reception: Access to drinks and snacks around the clock, including simple hot dishes such as toast and baguettes - even for early morning meetings.

How much does it cost to rent a meeting room near Gardermoen?

Prices for meeting rooms at Oslo Airport vary based on room size, time frame and what's included in the package. Day packages typically include room rental, lunch and coffee and tea breaks.

To get accurate prices, we recommend sending a request directly to the hotel. Most conference hotels offer tailor-made packages based on your needs.

How do I choose the right room layout for my conference?

The choice of room layout depends on the type of activity you are planning. A lecture works well with a cinema setup, while workshops require a group table setup.

For board meetings and smaller groups, U-tables or boardroom tables work well. This gives all participants eye contact and plenty of opportunity for discussions.

For full-day conferences with multiple sessions, you should check if the room can be changed between sessions. Best Western Plus Oslo Airport has rooms that can be adapted to different setups during the day as needed.

Why Best Western Plus Oslo Airport is the first choice for conferences near the airport

Best Western Plus Oslo Airport combines personalized service with modern facilities in a way that makes conference planning easier. With all meeting rooms on one level, attendees don't have to navigate a large and confusing building.

Our dedicated conference department follows up the event from the first inquiry until the last guest has checked out. Best Western Plus Oslo Airport ensures that the technical equipment works, the food is adapted to the guests' needs, and the shuttle bus is ready when the participants arrive at the airport.

The Eco-Lighthouse certification, the solar panels on the roof and the geothermal heating system mean that you can choose a sustainable conference hotel without compromising on quality.

Frequently asked questions about conference venues near Oslo Airport

How long does it take to get from Oslo Airport to the conference hotels?

Travel time varies from walking distance to 10 minutes by shuttle bus. Best Western Plus Oslo Airport has a shuttle bus that takes approximately 7 minutes from the terminal and runs every half hour throughout the day.

Can I arrange a hybrid meeting with participants who are not physically present?

Yes, several conference hotels offer hybrid technology. Best Western Plus Oslo Airport has video conferencing equipment, which makes it easy to include participants and speakers with good sound and image quality.

Are there parking spaces with charging stations for electric cars?

Most conference hotels have charging stations for electric cars. Best Western Plus Oslo Airport has 200 parking spaces, 12 of which have charging stations for electric cars. You can charge your car while you are in a meeting.

What should I ask when booking a conference room?

Ask about what is included in the day package, shuttle bus schedules, technical equipment in the room, the possibility of adapting the food to suit allergies, and whether there is flexibility if the program runs over the agreed time.

How early should I book a conference room near Gardermoen?

For larger events, we recommend contacting us at least two to three months in advance. Best Western Plus Oslo Airport and other popular conference hotels often have high occupancy, especially on weekdays.