Comments on: Why conference rates may not be your best rate for a conference

By: Paula

Paula — Fri, 31 Jul 2009 04:38:15 +0000

When I book a meeting or event it depends on the group needs like Shannon said. Yes, we (or the hotel) can say that if you are attending a conference you must book at the meeting rate not a consortium or internet rate. When you don’t it means if there aren’t enough attendees at the meeting rate, the event could be CANCELLED.

The your event registration is lower than actual cost because we have budgeted and guaranteed for a minimum number of sleeping rooms to get a discount on the meeting rooms and catering. Without enough sleeping rooms the event is in the hole.

You will find that Las Vegas and Orlando hotels are very strict about convention attendees NOT booking on a different rate.

By: Bela Fleck

Bela Fleck — Sat, 25 Jul 2009 19:02:54 +0000

But I’m glad I’m not attending Shannon’s conferences. I usually stay off-site at a less expensive hotel.

By: Bela Fleck

Bela Fleck — Sat, 25 Jul 2009 19:02:25 +0000

Shannon can require conference attendees to stay at a particular hotel by working the cost into the registration fee. That’s one way to go about it.

By: Bill

Bill — Fri, 24 Jul 2009 17:39:02 +0000

I found what Janice says to be true. On a recent conference in Orlando, I was able to get a cheaper rate than the conference rate. However, I could not beat the Hertz discount that the conference offered.

By: Aaron

Aaron — Thu, 23 Jul 2009 22:36:05 +0000

Shannon, how can you force someone to stay at a specific hotel?

I see nothing wrong with staying at lower cost accommodations if they are available. But how do you force the issue? Not allow them to enter the conference? What if they are staying with a nearby friend or relative?

By: Shannon

Shannon — Thu, 23 Jul 2009 17:27:55 +0000

Hi Janice – I agree with everything you are saying and when we have a function in town where we need to have 300 rooms available for a community service function, I just want to make sure that they are getting the best rate. If there is nothing major going on in town (San Jose) I either book the rooms for them on the internet or suggest that they do it themselves as the negotiated rate is always higher and sometimes even requires signed paperwork AND a deposit. In Fresno, on the other hand, we negotiate the rates and REQUIRE our attendees to stay at one of those hotels as we get a substantial cut on the use of the Selland Arena and conference area for our community service group annual convention if we guarantee booking into those hotels through the convention center.

By: Lyngengr

Lyngengr — Thu, 23 Jul 2009 16:54:56 +0000

Of course, the hotel could also be “sold out” during the conference and force you to book through the conference lodging service. It has happened to me several times and I don’t think that it was a coincidence. For example – we are doing a conference in Houston this September, and the rate at the hotel is $172/night – in Houston, during hurricane season. I checked the online reservation system for the hotel and it came up “not available” for the dates of the conference. Coincidence? I think not.

By: marge

marge — Thu, 23 Jul 2009 13:40:36 +0000

SO true, Janice!