Meeting and event basics for planners using The Westin’s conference space

Booking, contracts and timeline

Start by confirming space availability and any minimums with the hotel’s sales or events team; The Westin Denver International Airport lists multiple ballrooms and event rooms across its meeting inventory. Ask for a written contract that specifies room block pick-up windows, catering minimums, and any labor or setup fees.

Reserve guest-room blocks early for events at Denver International Airport, especially around major travel holidays or conference dates. Verify cut-off dates and the hotel’s policies for early check-in, late check-out, and any late arrival fees.

Confirm event insurance and permit needs for the Outdoor Plaza or any street-level activations. If your event includes amplified sound or exterior signage, request the hotel’s facility rules in writing.

• Request written quotes for room rental, A/V, and food/beverage minimums
• Confirm cut-off dates for room blocks and any attrition clauses
• Get setup/breakdown windows and additional labor rates in the contract
• Ask about early check-in (room access from 9:00 AM) and guaranteed late check-out options

Venue choices and capacities

The hotel offers two main ballrooms and a large outdoor terrace that are commonly used for conferences, banquets and wedding receptions. Use the ballrooms for larger seated or reception-style events and the Outdoor Plaza for large outdoor ceremonies and receptions when weather permits.

Smaller breakout rooms and boardrooms are available for concurrent sessions and executive meetings; confirm exact room names and floor plans when you book.

• Major rooms named on property: Spruce Ballroom, Alder Ballroom, Outdoor Plaza
• Smaller rooms include Aspen, Willow, Cherry, Douglas Fir, Lilac Room and multiple Spruce breakout sections
• Total event space reported across all rooms is over 37,500 sq ft with a large pre-function foyer

AV, internet and meeting-room setups

Confirm on-site AV packages and when possible secure a site walk-through with the hotel’s AV partner before the event. Typical setups include theater, classroom, banquet, U-shape and boardroom; verify exact seating diagrams and aisle requirements for fire-code compliance.

Public-area Wi‑Fi is free; in-room wireless internet typically carries a daily fee. For hybrid events or streaming, request dedicated event internet or an upgraded bandwidth package well in advance.

• Ask whether the hotel includes projector, screen, lectern and basic microphones in meeting packages
• Request a dedicated tech contact and confirm labor rates for technicians and overtime
• Reserve any streaming hardware, hard-line internet or IP addresses early if you require stable, high-bandwidth connections

Catering and dining options for events

On-site outlets include Grill & Vine (full-service American farm-to-table restaurant), Sky Lounge Lobby Bar (cocktails and small plates) and Ingredients (a grab-and-go café with Starbucks coffee). The hotel handles event catering through its food & beverage team—confirm plated vs. buffet options, set times and minimums.

If you plan receptions or late-night functions, coordinate bar service hours with the hotel. Sky Lounge Lobby Bar operates in the evenings and offers small-plate options that can work for pre-function networking.

• Grill & Vine serves breakfast, lunch and dinner and accepts reservations; ask catering for plated and family-style options
• Sky Lounge Lobby Bar serves drinks and small bites (daily hours listed 3:00 PM–12:00 AM)
• Ingredients (grab-and-go) is useful for attendee arrival mornings or boxed-lunch distribution

Logistics: arrival, parking and on-site services

The Westin Denver International Airport is the only hotel directly connected to DIA’s Jeppesen Terminal. Attendees arriving by air can walk to the terminal; RTD A Line service beneath the hotel connects to Union Station in downtown Denver in about 37 minutes.

Parking options include self-parking and valet. Confirm current parking rates, EV-charging availability, and any long-term parking needs with the hotel before finalizing attendee materials.

• Hotel address: 8300 Peña Boulevard, Denver, Colorado, 80249
• RTD A Line runs from the station beneath the hotel to Union Station; check schedules and fares for attendees
• Valet parking and self-parking are available—confirm daily rates and in/out privileges for event guests
• The hotel does not operate a separate airport shuttle; it is physically connected to the Jeppesen Terminal

Guest-room blocks, day-use and attendee amenities

The Westin offers 519 guestrooms including suites and many room types for different needs; when you block rooms, specify room types and accessible rooms. Ask about any renovation impacts to guest rooms or public spaces during your event dates.

Day Use Room options and day passes are available—useful for speakers or attendees needing a daytime workspace, pool or fitness access without an overnight stay. Confirm pricing and inclusions before advertising them to registrants.

• Ask for a rooming list template and the hotel’s policies on changes or attrition
• Day Use Room is offered (example window 9:00 AM–6:00 PM) including a work desk, mini-fridge and TV—confirm capacity and pricing
• Fitness: WestinWORKOUT® Fitness Studio (Peloton bikes, TRX) is complimentary for guests; the indoor heated saline pool and whirlpool are available—confirm hours for group access