☕️ Coffee, Snacks & Conference Swag: The Hotel Gifts Meeting Planners Love (and Leave Behind)

This week, I finally tackled cleaning out my office. As I dug through drawers, I stumbled upon a surprising number of goodies I’d collected over the years: swag bags, branded items, and quirky little gifts from hotels and vendors. Some were incredibly useful; others… not so much.

It got me thinking, what are the best and worst gifts hotels give to meeting planners? Here’s my personal roundup of what hits the mark, and what’s better left behind.

✅ The Good Stuff: Actually Useful Hotel Gifts

1. 🛠 Box Cutter

This one might seem odd, but it’s hands down one of the most practical gifts I’ve ever received. My conference survival kit usually includes scissors and box cutters—but those items are often packed away in a box that needs, you guessed it, scissors and box cutters to open. At one event, I walked into our on-site “war room” and found a hotel gift basket with the usual pens and notepads… and a box cutter. I nearly cried. It saved me time, frustration, and a hunt through the venue for tools.

2. ☕ Reusable Cup with Endless Refills

A few hotels have offered a branded reusable cup that gets you unlimited beverage refills at on-site outlets during your stay. As someone who is usually up and moving before the conference coffee is set out, I absolutely love this. That said, using the same cup for several days in a hotel room gets a bit… questionable. While outlets usually rinse the cup, it’s not a deep clean. A better solution? Keep the complimentary drinks but switch to a verification card or badge instead of relying on a used cup.

3. 🍿 Hotel Room Snacks

Sometimes, the simplest things are the most appreciated. A couple of bottles of water and a few non-perishable snacks like popcorn, granola bars, or mixed nuts go a long way. Bonus points for a snack that’s locally made. These make great edible souvenirs to bring home, especially when you're trying to avoid giving your kids yet another keychain.

🚫 The Not-So-Great Gifts: Thanks, But No Thanks

1. 📁 Paper Packets on Site Visits

Venue packets full of printed collateral, layouts, and catering menus are a standard hand-off during site visits. But here’s the thing: I’ve already looked most of that up online or received it via email in the proposal. While I appreciate the effort, it’s just more paper waste and weight in my bag. (Note to self: be more proactive in letting the venue know ahead of time that printouts aren’t necessary.)

2. 🧀 Cheese Trays or Other Perishables

Don’t get me wrong, I love a good cheese tray. But perishables delivered to your room are a logistical gamble. If the timing isn’t perfect, the tray ends up sitting too long or gets tucked in the mini-fridge and forgotten. It also feels wasteful, considering the effort it takes hotel staff to prepare and deliver it. Unless you're sure the guest is going to arrive at a specific time and wants to eat immediately, it might be best to skip this one.

🎁 Final Thoughts

Hotel gifts don’t need to be flashy to make a big impact. Sometimes, a simple, practical item can be a total lifesaver to a busy meeting planner juggling logistics, timelines, and way too many lanyards.

Have you received a hotel gift that totally blew you away or one that left you scratching your head? Drop it in the comments or send me a message, I’d love to hear your favorites and flops!