Event Management Logistics
ACCOMMODATION
Terminology / Logistic Tasks Summary
Accommodation is required for out-of-town attendees who need overnight accommodation in order to attend.
Accommodation logistics include—Identify accommodation requirements, identify and assess suitable accommodation, negotiate and establish room rates, make block bookings; provide accommodation support and troubleshooting
About
Accommodation is required for out-of-town meeting/event attendees who need overnight accommodation in order to attend.
Basics
Typically, when an accommodation requirement is anticipated, a block of rooms is set aside at the hotel at which the event is taking place. This room block usually involves the negotiating of a preferred room rate. When the event venue is not a hotel, similar accommodation arrangements can be made at a suitable hotel nearby. While attendees are encouraged to book at the event hotel they are not obliged to do so.
A list of alternative accommodation should also be provided for attendees who may want to stay somewhere else for any number of reasons, and in the event that the reserved room block fills up and rooms are no longer available at the event hotel.
Depending on the type of event, a room block at a university/college residence might also be negotiated and reserved.
Event attendees are expected to make their own accommodation arrangements, which may or may not be at the hotel at which a room block has been reserved.
MUST-KNOW DEEP DIVE DETAILS
Hotel Room Blocks
Room blocks with a preferential room rate are negotiated in advance and reserved at that hotel and held until a cut-off date decided by the hotel, usually four to six weeks before the first day of the event.
Only a guarantee of payment from whomever will be paying for the room(s) will guarantee room availability for delegates registering after the cut-off date. The event host must clearly understand that if they guarantee rooms, they will be obliged to pay for them, including any guaranteed accommodation that is unused.)
Hotel Contracts
Most major hotels require contracts to cover accommodation, meeting space and potential hospitality revenue in order to discourage frivolous event bookings. The contract protects the hotel from clients who have not realistically assessed their objectives and requirements, or who casually book accommodation, facilities and services that will likely not be required, or paid for.
The contract sets out financial consequences for delegate or commitment shortfalls. As the conference date approaches, there will be a number of anniversaries when the consequences of cancellation increases. On these anniversary dates, booking commitments can be reviewed and, if necessary, numbers scaled back or increased to reflect revised expectations and evolving requirements.
Should extenuating circumstances make unexpected cancellations or downsizing necessary, hotels can be flexible and will likely assist the client when making cancellation payment decisions. The “worst case scenario”, where the client is fully liable for unused accommodation, meeting room space and lost catering revenue, is meant for clients who are less than up-front with the hotel and do not work with the hotel’s sales representatives to keep them informed about changes and adjusted requirements. A good relationship between the client and the hotel will offset most contract commitment problems that may arise later.
Billing instructions confirmed in writing with the hotel ensure that hotel statements contain only the charges that the client agrees to pay. When the client pays for room and tax only, incidental charges including telephone, room service and meals billed to the room are the responsibility of the delegate, speaker or guest. The hotel will set up a split-billing system where the room and tax are billed to the client's master bill, and incidentals are billed directly to the delegate who is responsible for clearing the account before departure.
FYI. Preferential Pricing. When the chosen venue is a hotel, facility pricing will depend on how many room nights are booked at the hotel. When an event does not require overnight accommodation, preferential pricing for venue space and facility services is not available. See also Sites & Facilities.