Hosting a Small Meeting Near YYC? Here’s What to Look For

Planning a meeting in Calgary with attendees flying in from other cities? Choosing a venue near Calgary International Airport (YYC) can simplify travel arrangements, especially when participants are arriving at different times or staying overnight.

An airport hotel with meeting facilities, shuttle service, accommodations, and onsite dining can make organizing a small business event much easier.

Best Western Premier Freeport Inn Calgary Airport offers meeting spaces for up to 70 attendees, along with amenities designed to support business travellers. Here are a few important things to consider when choosing a meeting venue near YYC.

1. Convenient Airport Access for Out-of-Town Attendees

Location is one of the first things to consider when planning a meeting with out-of-town participants.

A venue close to YYC reduces the amount of additional travel required after landing. This is especially helpful for attendees on short business trips, those arriving late in the evening, or anyone catching a flight shortly after the meeting.

Best Western Premier Freeport Inn Calgary Airport is located approximately 3 kilometres from YYC and offers a complimentary 24-hour airport shuttle.

Guests can arrange airport pickup by contacting the hotel after collecting their luggage. Return transportation to the airport is also available, making it easier to coordinate arrivals and departures.

For meeting organizers, having airport transportation available through the hotel means one less logistical detail to manage.

2. Meeting Space That Fits Your Group

The right meeting room depends on the number of attendees, seating arrangement, and type of event you’re hosting.

A boardroom may suit a leadership meeting or small team discussion, while a training session or company presentation may require more flexible seating.

Best Western Premier Freeport Inn offers several meeting room options near Calgary Airport:

• York Boardroom: Accommodates up to 14 guests, with a conference table, flatscreen TV, and audiovisual connection.
• Oxford and Windsor Rooms: Each can accommodate up to 40 guests, with options for classroom, theatre, and banquet-style arrangements.
• Combined Banquet Hall: The Oxford and Windsor Rooms can be combined to accommodate up to 70 attendees, depending on the seating arrangement.

When requesting meeting space, include your expected attendance and preferred room setup. This helps determine which space will work for your event.

3. Business Amenities That Support a Productive Meeting

Reliable internet access and presentation equipment are important when organizing a business meeting away from the office.

Before choosing a venue, confirm that the meeting space can support your presentation format, technology requirements, and any materials attendees may need.

Best Western Premier Freeport Inn provides complimentary high-speed Wi-Fi in its meeting facilities, along with audiovisual equipment.

The hotel also has a business centre with printing and photocopying services, which can be useful for preparing agendas, handouts, or other meeting documents.

If your event requires specific equipment or room arrangements, discuss those details with the hotel when sending your meeting request.

4. Onsite Dining and Accommodations Make Planning Easier

When attendees are travelling to Calgary for a meeting, having accommodations and dining available at the same property can simplify their schedules.

Guests staying at Best Western Premier Freeport Inn can attend meetings without arranging transportation between their hotel and the event venue.

The hotel also features @Liberty Lounge, an onsite restaurant offering breakfast and dinner. This provides a convenient option for attendees who want a meal before their meeting or a place to gather afterward.

For events requiring refreshments or meals during the meeting, catering and beverage services are also available. Organizers can discuss their requirements with the hotel when planning the event.

If several attendees need overnight accommodations, the hotel also accepts group accommodation inquiries to help coordinate room requirements.

5. Confirm the Details Before Booking Your Meeting Venue

Once you’ve identified a suitable venue near YYC, preparing a few details will make the initial inquiry more productive.

Consider including:

• Meeting date and time: Your preferred date, start time, and expected duration.
• Number of attendees: An estimated guest count to help determine room capacity.
• Room arrangement: Boardroom, classroom, theatre, or another preferred setup.
• Technology requirements: Presentation equipment, audiovisual connections, or other meeting needs.
• Food and beverages: Any catering or refreshment requirements.
• Overnight accommodations: The approximate number of guest rooms required.
• Airport transportation: Any shuttle arrangements participants may need.

Sharing these details early gives the hotel a clearer understanding of your event and helps you discuss the available meeting options.

Send Us Your Meeting Request

Planning a small business meeting, training session, or corporate gathering near Calgary International Airport?

Best Western Premier Freeport Inn Calgary Airport offers flexible meeting spaces for up to 70 attendees, complimentary YYC airport shuttle service, a business centre, onsite dining, and guest accommodations.

Send us your meeting request to discuss available dates, room arrangements, accommodation needs, and event requirements.

Contact Best Western Premier Freeport Inn Calgary Airport or call 403-264-9650 to get started.