Three considerations
1. - How itŐs used
2. - liquor law/hotel rules
3. - size and shape of facility
1. How itŐs used
At the very minimum, Hospitality should be a congenial place where fans and pros can meet and mingle. Generally speaking, however, most Hospitalities have featured the availability of a bar. Liquor laws and hotel rules have sometimes made that difficult - (see 2).
The other feature of Hospitality is usually the availability of free snacks. The snack feature has an number of negative aspects. Its messy - no matter what kind of food is used there are droppings and leavings. It draws a number fans who feel that itŐs the conventionŐs job to feed them all weekend. It can cause friction with the hotel which is in the business of selling food (see 2). And itŐs expensive. Donations do not cover costs.
Probably the best solution to some of the problems that arise is VERY careful planning of the location of the ŇsnackbarÓ within hospitality, of what it provides and when, and a provision for regular cleaning of the room.
2. Liquor law/hotel rules
Holding Hospitality in function space has a gigantic negative - the hotel controls all food and drink in public spaces, so you can only get food (even pretzels) through their catering service, and only run a hotel bar with a hotel bartender. Quite aside from the cost of hotel drinks, the presence of a uniformed bartender can be a real party killer for fans.
The usual alternative is to hold Hospitality in a room/suite that is registered to a member of the con, and that that person actually sleeps in (there must be a bed in the room). From then on thatŐs that personŐs private party and theyŐre providing their guests with drinks. Providing - not selling. The guests can, however make donations to defrays expenses. Posting a price list for Ňmandatory donationsÓ is not allowable.
Under BC liquor laws, the hospitality suiteŐs bar requires (?) insurance and must be run by someone who has taken their party host course (which is ___ hours long and costs $___ to take). It is also up to the con to police minors.
Note that the hotelŐs business is to sell food and drink for profit, so if they feel that Hospitality is competing, they will get nasty. And they are unlikely to appreciate blown fuses (from too many plugged in appliances), spills, burns, or other messes. At worst, they will shut down the suite and/or charge the convention for damages.
3. Size and shape of facility
The best facility for Hospitality is a large hotel suite. Rooms (even double or adjoining rooms) have awkward layouts - generally long, narrow rectangles - while suites, because of their greater size are closer to more useable squares.
The Bar and the Ňsnack-barÓ should be located well away from the entrance so that the usual cluster of people around them donŐt block the way.
However, big hotel suites are expensive and they often have carpets and upholstery that are easily stained by the inevitable spilled drinks and trampled food. Orycon has the hotel bring in old carpeting and place it over the good carpet for the weekend. Putting throws over furniture might also be an option. If someone has a carpet sweeper or small vacuum they can bring for the weekend, thatŐs a good idea. Run it through the room every few hours and generally stay on top of cleaning up. The person running Hospitality should introduce him/herself to the housekeeping staff on arrival and stay on good terms with them all weekend. Be sure to TIP THEM (either daily or when you leave--check with the hotel to see what is most fair).