Depending on the demographic of the conference delegates, speakers and board members may need us to organise accommodation for them during their time at the conference.

 

Please find below some information on how to organise your  accommodation needs for a conference.

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1. Establish what accommodation is convenient and suitable for the conference.

2. Where possible provide a selection of hotels at difference price bands to suit everyone attending 

3. Contact the hotels with a request for rooms and negotiate on room rates.Make sure you receive a price with commission. 

4. Always double check the attrition details (when rooms can be released back to the hotel without penalty) Add any important dates to your calendar as a reminder

5. When both parties agree to the terms and conditions, the contract can be signed.

6. Set up the confirmed hotel/accommodation in EventsAIR, and make them available through the registration form.

7. Add the new accommodation information to the conference website for delegates consideration

8. Monitor sales and return rooms as necessary 

9. The week of the conference we return any unsold rooms and provide the reservations teams in these hotel/accommodations with rooming lists.