Helpful Hints for Managing Accommodations at Your Next Event or Conference
As we go back to what we do best – live events – we know that things have changed over the last few years. Events might look different, teams may have evolved, and it may feel like you are starting from scratch. We can help! We’ll walk you through the steps to get you back in the game. And know that we are always standing by to assist you with hotel accommodations so you can focus on your event details while we handle the room blocks.
Choose Your Hotels Carefully
When researching the best hotels for your event, there’s much to consider, including location, hotel quality, nightly rates, block size availability, and most importantly, the needs of the exhibitors and attendees. Start your planning by exploring hotels closest to the event location and work your way out from there. Also, consider how transportation will flow to and from the event. Are you providing shuttle services for guests, or are the hotels within walking distance? Do you intend to use a hotel for meetings? Is there a cocktail reception area or a networking space? These are all questions to discuss with your hotel partner.
When working with onPeak, we take the pressure off you by providing a dedicated Hotel Industry Relations Manager who provides consultative services and becomes an integral part of your team. Maximizing the hotel benefits your event receives through extensive hotel sourcing and high-value contract negotiations, your Hotel Industry Relations Manager strategically matches the right hotel product to your event demographic. We cultivate, build, and maintain relationships with hotels and CVBs while keeping attuned to destination trends.
Negotiate a Great Rate
Now it’s time to partner with each hotel to secure your required room block and negotiate the best rate possible. Negotiating is not for the meek. It can be stressful and time consuming. Share the purpose of your event and expectations of success with your hotel partners. You may also want to divulge what those metrics are so that your event partners are clear on what is expected of them. Be honest and include any concerns or challenges you have experienced previously or know might be an issue this time. This is the time to finalize policies around the event for attendees, exhibitors, staff, VIPs, and international guests, due to differing restrictions and procedures. Clarify any non-negotiables up front, so there are no unpleasant surprises down the line. Most importantly, communicate! And then over-communicate.
When onPeak handles the details for you, we leverage our strong hotel relationships and bulk buying power. As an extremely visible and well-regarded player in the hospitality industry, we call on our 35+ years of expertise to propose or fine-tune your hotel set and negotiate the lowest rates in your host city.
Fill Your Room Blocks
Now that you have your ideal location and your hotels contracted, it’s time to fill the room blocks with your excited participants. This ultimately results in the best experience possible for your attendees. You may want to incentivize guests to book their rooms early. For example, by offering early access to the hotel block or by providing a lower price on registration when guests book rooms early. Be sure to monitor the room blocks regularly to ensure that inventory is maintained. This can be difficult at the most popular hotels. You will need to adjust room blocks along the way, so keep those hotel contact details close at hand. Don’t forget that filling the room blocks benefits your company as well!
With onPeak, our Account Services team studies your event’s booking patterns, past and present, working to ensure the necessary rooms are available for your participants. Equipped with essential reporting tools and access to real-time inventory tracking, your Account Executive will make precise, informed decisions and craft creative solutions in managing your room blocks – contributing to the overall growth of your event.
Spread the Good News
Get the word out! Communicate early, often, and strategically that the housing block for your event is open. Don’t miss this important step. If your attendees are unaware of the room blocks and all that they offer, you will have missed out on a crucial element to creating a successful event. Share the good news with your potential guests by actively marketing room blocks and exclusive offers available only to those who reserve within the block.
onPeak’s Marketing team strategically positions event hotels front and center to drive traffic to your reservation site. onPeak provides a seamless experience so participants can book their rooms quickly and easily. These services include email marketing, web content, and social media support.
Don’t wait, get started today! Click here to Talk to an Expert NOW, or call us at (312) 527-7270 or (800) 355-8093.
