Lodging can be managed in a multitude of ways. Executivevents will support any process and offer best practice solutions given your organizations needs.
Request hotel contract (s) from client and review and full
Make notes of the following in the contract:
Review group’s past pick up reports, history and room night patterns
If history is not available, consider:
Determine whether reservations will be made by rooming list, information collected through registration, individual call in, Passkey or special booking link.
Confirm what is included in the room rate per contract (wifi, breakfast, transportation etc.)
Determine who is responsible for payment (attendee or client/master account)
Determine who will manage/collect Master reservation details and apply concessions in final rooming list if necessary
Refer to Venue Contracts checklist for details on negotiating room rates, attrition and concessions.
Publish reservation cut-off date (one week prior to actual cut-off) and other important attendee lodging details on online materials
Review block and reduce/increase as needed, and/or adjust shoulder nights as needed.
Confirm with the hotel on their occupancy rate over the dates of your events as well as access a possible sell out situation
If online reporting is not available (i.e Passkey), request pick up report from hotel on a weekly basis
Create lodging document that tracks detailed pickup reports and reservation data
Determine whether overflow hotel(s) are needed and contract accordingly
Specify blocks for sponsors, VIP’s and staff
Three weeks prior to rooming list deadline, send attendees a ‘Lodging Verification Email’ to verify all lodging dates and details are accurate
When submitting the final rooming list, ensure all required lodging details and special requests are listed
If submitting credit card information in the rooming list, ensure the document is encrypted and password protected and comply with GDPR regulations
After the rooming list is submitted, confirm if hotel confirmation emails are being sent from the hotel or from the registration system
Request full rooming list from hotel, 1 week prior to event, anda conduct a thorough QC of the rooming list.
Send the hotel any discrepancies or changes and request a new, updated rooming list for review.
Conduct or schedule pre conference meetings with all hotel contacts at least three days prior to arrival or when you arrive onsite.
Establish which master attendees can make modifications and what needs to be approved by the Lodging Manager.
Confirm how billing will be handled for reservations on the Master Account (direct billing, CCAF, attendees pay on own etc)
Request daily pick up and no show reports from hotel(s) daily
Ask hotel to notify you immediately if any attendees from your group get “walked’
Go over reservations for VIP’s, speakers, staff and others who need to be specially billed
Review any master billing issues as they come up and send them to the hotel
Manage master reservation changes and special requests as they come in
Send any no show attendees a follow up email regarding their room being released (if needed)
Determine which hotels have overflow availability for last minute attendees (if inventory is low)
Set-up housing desk or office where attendees can go to ask questions
If any attendees are “walked” due to an oversold situation, ensure the hotel takes the proper steps to take care of them
Hold daily meetings with hotel to cover any potential problems as needed
Post-event reports needed from hotel(s):
Attrition report (if applicable)
Follow up on comp rooms
Follow up on commissions/rebates
Request final bill and ensure:
Reconcile bill against your rooming list
Send any billing modifications to the hotel and request a clean bill for review.
Three weeks prior to rooming list deadline, send attendees a ‘Lodging Verification Email’ to verify all lodging dates and details are accurate and when submitting the final rooming list, ensure all required lodging details and special requests are listed