Managing hotel room inventory has often been compared to managing airline seats. There are so many ways for delegates to secure a room for our conference while it is our responsibility to ensure they understand why it makes a difference to book within the block that we have secured on their behalf.
Group rate has been negotiated.
The principles of ‘economy of scale’ are applied here as a group is consuming in volume. Hotel rates are based on availability vs. occupancy. As a delegate within the block you have priority to extending your stay prior/post the event at the conference rate.
You get what you pay for.
Booking with a discount website (Expedia; Hotels.com) may offer a low rate but do not expect to have the waterfront view or to have flexibility to make any changes to the booking. The quality of the room you get is often based on the reservation method.
Staying outside of the block also costs more money in taxis getting to and from the conference – not to mention the inconvenience.
It is an easy purchase ~ online from your organization website or direct by phone
In advance there has been tremendous effort invested to ensure the group rate has been negotiated to be the ‘best available or lower’ over the dates of the program. Your organizations’ needs and requirements have been communicated to the hotel and they are ready to accept reservations. Often there are special benefits extended to delegates at the time of reservation which you would forfeit by not identifying that you are with ‘the group’.
Convenient customer service with the hotel.
When you book into the group block, you are identified as a special guest. By booking at another hotel, it limits you to the level of service you will receive if your reservation is not within the host hotel. This would include the concierge services and special relationships that the hotels have with cultural events including festivals and being able to get you preferred tickets or dinner reservations.
No questions asked when you make changes to your reservation(s).
As you are identified with the group, you receive the benefit of the collective value. Your organization has ensured that you are included in the pre-negotiated understanding that you may need to make changes to your reservation.
Delegates within group are extended priority by the hotel.
Like guests in your home, special attention is focused on their needs. If there are only so many reservations taken for a popular onsite restaurant/event, the hotel guests are considered to be on the ‘A List’.
Convenient shuttle bus service (arranged transportation)
When you are within the identified host hotels, you have the benefit to having door-to-door service.
Accessible onsite information for delegates about the offsite events.
The itinerary and schedule printout is never close at hand when you really need it! Hotel staff is well aware of your itinerary and can tell you exactly where your onsite or offsite events are being held. If required, they can also hail you a taxi to get there.
Support your organization
Your stay counts! Staying within the block increases the overall spend to the hotel which helps your organization meet their commitments to the hotel. There are a number of costs that your organization has taken responsibility for to ensure the success of the conference. Your support to stay in the block is appreciated.
Increased networking opportunities with your colleagues.
Staying at the host hotel ensures that you have access to your fellow delegates. Those serendipitous connections are often the best takeaways and staying at the hotel increases the chances of you making those connections.
This post by submitted by Brenda Howes, Founder & CEO of The Howes Group, a global site selection company that advocates for clients to secure the best value for hotel room block contracts for conferences and meetings.
