Each week at ACHE Azafatas, we share a real project to show how we bring value to professional events. Today, we’re excited to tell you about our experience at Hotel Rafael Atocha, an ideal venue for corporate meetings, presentations, and technical sessions. We love sharing how we work and using our experience to inspire you.
The Setting: Hotel Rafael Atocha – Charm and Functionality by the Station
Located in the heart of Madrid, right next to Atocha station, this hotel combines a strategic location, excellent accessibility, and modern style. With over 200 bright, contemporary rooms, many overlooking an internal garden, the space offers a relaxed and professional atmosphere.
🛋️ Versatile rooms:
☕ Lounge area and central hall
🍽️ In-house restaurant and catering
🌿 Terrace and inner garden:
Multiple venues within the hotel —meeting rooms, terraces, restaurants— allowed for dynamic transitions between formats. The hotel’s infrastructure, flow of spaces, and transport connections made it a perfect choice for both national and international attendees.
The Client Brief: Professionalism, Fluidity, and Warmth
The event organizer requested a versatile team of hosts and hostesses to:
Welcome guests and manage check-ins
Guide attendees to rooms during simultaneous sessions
Assist during coffee breaks, lunch, and networking areas
Help with use of facilities: Wi-Fi, power outlets, access, printed materials
Support coordination among suppliers (catering, AV, hotel staff)
The objective was clear: ensure everything ran smoothly, showcasing a polished and professional brand image.
Key Challenges We Identified
Multiple simultaneous spaces: Several meeting rooms, a restaurant, terrace, and lobby all required constant attention and direction.
International profile: Attendees came from multiple countries. English and French were the main languages.
High demand for complementary services: Many questions regarding Wi-Fi, locations, menus, and access.
Coordination with various teams: AV technicians, catering, housekeeping, and internal organization needed seamless communication.
👉 Our Approach: The ACHE Azafatas Method
- Greeting and Accreditation
A main reception point was set up in the lobby with both a fixed and mobile desk. We used tablets for fast check-ins, minimizing lines. - Room Guidance
Routes were clearly marked. Our team carried tablets to provide real-time answers. We established strong links between event areas to optimize flow. - Support Services
We helped attendees connect to the Wi-Fi, offered printed access maps, and handled common service requests. - Networking and Breaks
We facilitated informal interactions without disrupting the atmosphere — encouraging relaxed conversations during breaks. - Real-Time Communication
All team members were in direct contact. Any issue was handled in seconds, from AV problems to guest concerns. - Final Farewell
We distributed event summaries, branded gifts, and collected feedback from key stakeholders at closing
Frequently Asked Questions (FAQs)
Why choose Hotel Rafael Atocha?
Because it offers adaptable spaces (meeting rooms, terrace, restaurant), an unbeatable location next to transport, and strong catering capabilities. If your audience is coming from outside Madrid, this venue reduces travel times and boosts efficiency.
How do you handle high-traffic moments?
Through planning, clear signage, fixed information points, and quick tablet-based registration.
What does the ACHE Azafatas team bring to the table?
We offer more than just welcoming guests. We guide, energize the event atmosphere, resolve issues, support multilingual communication, and handle the unexpected. Our goal is to ensure your event runs without friction.
Can you support an international audience?
Yes. Our staff is multilingual (English, French, Spanish) and trained to adapt to your event’s tone and cultural profile.
Want to Know More?
At ACHE Azafatas, we put heart into every assignment. Whether at Hotel Rafael Atocha or any other venue, we’re here to make your event a success.
If you’re interested in working with us or want more details about this project, we’d love to hear from you.
For enquiries or bookings, contact us at hola@acheazafatas.es or call +34 91 444 0123 or +34 637 533 334
