Meetings/Conferences

» Successful Conference Planning

Exton PA Conference Center near Valley Forge

The Inn at Chester Springs Hotel Conference Center in Exton, PA is operated by a staff of true professionals. Our catering managers and group room specialists will ensure that your corporate meeting or social gathering for 4 to 350 will be delivered to your complete satisfaction.

This will allow you to focus on what is important, making your event productive and successful.

With over 10,000 square feet of flexible meeting space, including two ballrooms, an Executive Board room, high speed internet access, ample breakout areas, spacious pre-function space, audio-visual technicians the Inn is the place to meet in Chester County near Valley Forge.

Allow us to take the stress out of planning your meeting. Our Conference Package that can be custom designed to meet your every need. All you need to do is tell us what you are planning and we will customize a package that will ensure complete satisfaction for you and your guests.

Conference Package

  • Your package will include a conference room tailored to fit your detailed specifications:
  • Continental breakfast: Muffins and Danish, Chilled Fruit Juices, Freshly Brewed Coffee, Tea, and Decaffeinated Coffee (healthy breaks available)
  • A mid-morning refresh of beverages
  • Buffet Lunch or Luncheon Selection
  • Afternoon break choices: Cookies, Sliced Fresh Fruit, Soft Pretzels or Chips 'n Dips, Beverages
  • (2) Flip charts, an overhead projector and screen

Flexibility to Serve Your Needs
If a full conference package does not fit your needs, we offer a variety of options for breakfasts, and specialty breaks, lunches and dinners in any of our meeting rooms, customized to meet your budget.

Please call our catering professionals 484-879-2513 to schedule a tour of our banquet facilities.

Contact us for your meeting

  • What to expect from us:
  • A timely response to your request of a proposal for your upcoming event
  • A meeting professional designated as your single point of contact throughout your meeting
  • A daily review of your event focusing on changes, updates and billing topics

Need meeting space in a hurry?
We can help with short term bookings. Call us for tomorrows meeting, we make it happen.

Successful Conference Planning

  • Guestroom Requirements
  • Dates required for your meeting- Alternate dates if first choice not available
  • Number of guestrooms needed
  • Type of guestrooms needed — single, double-double, handicapped
  • Billing instructions — direct bill or payable upon conclusion
  • Credit application completed — what charges are to be direct billed and to whom
  • Deposit or guarantee requirements
  • Method of reservations — rooming list, reservation cards, individual call in
  • Reservation cut-off date
  • V.I.P. and/or special arrangements (amenities)
  • Smoking or non-smoking rooms
  • Airport shuttle service – independent companies are available
  • Baggage handling
  • Meeting Room Requirements
  • Dates required for your meeting- Alternate dates if first choice not available
  • Number of people attending/amount of space required/starting and ending time
  • Meeting room set-up — theater, classroom, u-shaped, hollow square, etc.
  • Break-out rooms — time, set-up, number of people, Audio visual requirements
  • Coffee breaks — morning, afternoon replenishment
  • Audio visual — LCD, slide projector, screen, VCR and monitor, podium, microphones, flipcharts and markers, etc.
  • Display tables
  • Head table
  • Billing instructions — direct bill or payable upon conclusion
  • Food and Beverage Requirements
  • Dates required for your meeting- Alternate dates if first choice not available
  • Number of people attending/amount of space required/ starting and ending time
  • Type of function — breakfast, lunch, dinner, reception
  • Menu planning — food and bar arrangements — special dietary needs
  • Guaranteed number of people
  • Placecards/seating arrangements
  • Head table
  • Flower arrangements
  • Entertainment
  • Dance floor
  • Special decorations
  • Audio visual
  • Miscellaneous
  • Restaurant reservations
  • Recreational/health club facilities
  • Shopping/day trips/tours/attractions
  • Handicapped facilities
  • Meeting material shipped to hotel (should list function name and arrival dates clearly on all packages)
  • Message handling
  • Secretarial/support services Name tags
  • Electrical/telephone requirements
  • Car/bus rentals
  • Security
  • Lighting requirements
  • Equipment and A.V. Checklist
  • Podium
  • Blackboard
  • Easel
  • Flipchart
  • Whiteboard
  • Head table
  • Coat rack
  • Extension cord
  • Pointer
  • Laser pointer
  • Standard microphone
  •  
  • LCD projector
  • Laptop
  • 5mm projector
  • Monitor
  • Screen
  • Wireless lavalier mic
  • Wired lavalier mic
  • Power strips
  • Projection cart
  • Other______________

Package/Event Information Request Form

(**) Required Data

** Arrival Date
** Departure Date
** Name
Address
Address 2
City
State Zip
** Phone Number
Fax Number
(Format: 555-555-5555)
** Email Address
Type of Event
If you selected a Package above, please select which package type
If you selected a meeting above, please select which meeting setup
If you selected a Banquet above, please select the number of people