An event can often entice attendees to travel from out of town, requiring the need for a hotel. As the host of the event, reserving a block of hotel rooms for your attendees is a courtesy that does not go unnoticed. Room blocks help ensure a location near your venue for attendees to stay and a discounted room rate which might just sway a few more ticket sales your way.
A room block is a group of hotel rooms that a hotel puts on hold at a specially negotiated rate for a group of people. This can be set up for a conference, tradeshow or a wedding! Room blocks typically need to be at least 9 rooms (although sometimes hotels offer room blocks for 5+ rooms). You might ask yourself, “what all do I need to cover?” OR “what if I miss something?” I know my first time booking hotel rooms blocks I was so worried I would forget something, possibly costing us a large chunk of money. I’m here to give you the tools to confidently put together your RFP (Request for Proposal), review contracts and secure your hotels.
Things to Keep in Mind
Before you start calling hotels left and right, create a list of questions that make or break a hotel that fits your needs. These are the items I ask myself before locking down 3-4 hotels for attendees to choose from:
Make the Call
Once you’ve locked down your list of hotels, it’s time to get the ball rolling. Call the hotel and ask for the person in charge of hotel rooms blocks. Introduce not only yourself, but your event. Inform the hotel of the expected dates and let them know you’ll be sending an RFP over with your requests and requirements.This shows you not only have expectations but are organized.
Creating an RFP
An RFP also known as, Request for Proposal, lists (in order of importance) your requests and requirements for booking the hotel room block. Here are a few items I include:
Provide Information to Your Attendees
Now it’s time to promote your hotels and get those room blocks booked up. Include some quick hit information that they can view directly from the event website. Let them know pricing, distance to and from the event, a short bio of the hotel and pictures (everyone loves visuals). Allow your guests to be well-informed and make an educated decision.
Hopefully, after reading this I’ve eased your nerves of tackling the “book hotel room blocks” task. Find hotels that meet your expectations, list your non-negotiables, create your RFP and get a signed contract. Impress your attendees and help them out. It won’t go unnoticed.
Multi Day Conferences, Special Events and Fundraisers