How to Book a Block of Hotel Rooms for Conventions
The task of booking a block of hotel rooms for a convention may seem somewhat intimidating when you are first assigned the task. However, you can do it if you're patient and organized.
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Instructions
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Determine the number of people who will be attending the convention. Hotel blocks are usually in sets of ten. Since this is a convention, chances are you'll need several blocks.
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Call as many hotels as you can find near the convention site. Have the dates handy. Divide your blocks among hotels. This will give attendees a choice. Ask about a discount. Hotels are willing to discount room rates for large blocks.
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Ask about amenities. Since the rooms are being blocked for a convention, attendees may want a high speed Internet connection. Find out if there is a charge for the service. Find out what each hotel's business center offers beyond the usual fax, phone and Internet services. For instance, ask whether the center can provide personnel to take dictation or perform other tasks.
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Inquire about onsite gyms, restaurants and pools. If there isn't a gym onsite, ask if the hotel has arranged for a nearby fitness club to accommodate guests. Find out if the hotel has a shuttle service to and from the airport. All of these things are important to those attending the convention. Ask how close the hotel is to other amenities like malls, grocery stores, hospitals, and restaurants.
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Book a common suite where members of the convention can meet and greet other attendees. See that the suite is stocked with beverages and food.
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Make the hotel reservations. Use an authorized convention credit card when booking blocks of rooms. Don't use your personal credit card to secure the reservations, unless you know that you will not be liable for any cancellations.
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Tips & Warnings
Ask about rooms for the disabled.
