4 Figure out a Booking Strategy
Your goal is to have your block of rooms fully occupied during the event and keep reservations at other hotels to a minimum. That means you need to promote the offer with potential attendees. Whatever you’ve negotiated with the hotel—be it meals, available meeting spaces, or shuttle service—let them know. Consider offering an incentive for booking with your partner hotel (registration discount, a penalty for booking elsewhere, an exclusive activity, regular reminders of the promo code, and so on).
- Payment method: the hotel can require guests to pay for one night up front when they book (nonrefundable) to limit any financial risk to your organization (attrition) in the case of last minute cancellations.
- Check in often with the hotel to see how reservations are coming along and take action accordingly.
End on a High Note:
- At the end of the event, go over the booking records to make sure every reservation is accounted for and you have a clear picture of the hotel occupancy for your conference. Compare conference registrations with the hotel register to make sure any outofblock reservations are taken into account.
- Use this final tally to inform your strategy in the future. As you come to know what your attendees are looking for, you’ll find it much easier to plan with them in mind!