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Room Block Management Tips

Magdalena Bonnelly • January 31, 2024

Managing room blocks can be one of your most challenging tasks. Room blocks, the reserved sets of hotel rooms for event attendees, are crucial for ensuring that your participants have a comfortable and convenient place to stay. To help you navigate this complex aspect of event planning, here are some essential tips on room block management.


1. Understand Your Audience

Before you even begin to negotiate room blocks, it's vital to have a clear understanding of your event's demographic. Consider factors such as the average budget of your attendees, their preferences for accommodation, and any specific needs (e.g., accessibility, family-friendly options). This insight will guide you in choosing the right hotel(s) and in negotiating terms that best suit your attendees.


2. Start Early

Hotel accommodations can fill up quickly, especially in busy seasons or around large events. Starting your room block negotiations well in advance not only ensures availability but also gives you leverage in negotiations. Early planning can lead to better rates and more favorable terms.


3. Negotiate Wisely

Negotiation is key in room block management. Don't accept the first offer; instead, use your event's potential to leverage better rates or perks. Consider negotiating for complimentary rooms based on 1 per X rooms reserved should be complimentary, reduced rates for early bookings, or amenities like free WiFi or breakfast. Remember, everything is negotiable. If you need help negotiating your future contracts, drop us a line!


4. Communicate Clearly

Effective communication with both the hotel and your attendees is crucial. Ensure that the terms of the room block, including booking deadlines, cancellation policies, and room rates, are clearly communicated to your attendees. Use multiple channels to disseminate this information, such as emails, event websites, and social media platforms.


5. Monitor and Adjust

Keep a close eye on your room block uptake. If you notice that rooms are being booked faster than anticipated, consider negotiating additional rooms to accommodate more attendees. Conversely, if bookings are slow, you may need to adjust your marketing strategies or renegotiate the terms to avoid penalties for unbooked rooms.


6. Leverage Technology

Several software solutions can streamline room block management by providing real-time data on bookings, attendee preferences, and more. Utilizing such tools can save you time, reduce errors, and provide a better experience for your attendees. Ask hotel what kind of software they use and ask to be set up in the system. 


7. Plan for Attrition

Understand the attrition clause in your contract, which refers to the penalty for not filling a certain percentage of reserved rooms. Negotiate this clause to be as flexible as possible, and have a contingency plan in place for filling rooms, such as marketing to a wider audience if initial bookings are low.


8. Build Strong Relationships

Cultivating strong relationships with hotel representatives can be incredibly beneficial. A good relationship can lead to better deals, more flexibility, and valuable support in managing your room blocks effectively.


9. Gather Feedback

After the event, gather feedback from your attendees regarding their accommodation experience. This information is invaluable for improving future room block management and ensuring that your attendees' needs are met.


10. Learn and Adapt

Each event is a learning opportunity. Reflect on what worked well and what could be improved in your room block management. Continuous learning and adaptation are key to becoming proficient in this complex aspect of event planning.


By applying these tips, you can ensure a smoother process, happier attendees, and ultimately, more successful events. Remember, experience is the best teacher, and every challenge is an opportunity to learn and grow in your role.


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