Booking Inside the Block, Part 2

Earlier this week I blogged about the challenges meeting planners face managing housing in a buyer's market. Consider including a statement (such as the sample below) in your conference marketing materials to encourage attendees to participate in your room block. Market preemptively: early and often.

SAMPLE STATEMENT

Why book at the Conference Hotel?

Our organization has booked a block of rooms at the [hotel name] as a courtesy to our valued attendees. We work hard to make sure that the conference rate is competitive, and monitor the hotel’s other rates to make sure that our attendees are receiving the best deal.

Your stay helps our organization meet our obligation to the hotel, allowing us to keep registration rates low. Without your hotel stay, our organization may be assessed a financial penalty. This would jeopardize our ability to provide quality educational opportunities in the future. Please help us as we work to continue the many benefits of this conference.

Just a few benefits of booking at the headquarters [or official] conference hotel(s) include:

• You will be supporting the conference and helping us keep registration costs low.
• You’ll have the quickest access to all the conference has to offer, just a short elevator ride away.
• You can attend early-morning breaks and sessions without having to fuss with a taxi or get up early enough to walk.
• You will be in the center of all the action, able to meet other colleagues in the conference space, lobby, and restaurants.
• You can be assured that your sleeping room will be clean, and the hotel will offer all the customary business services.

Thank you for your continued support of our conference. We look forward to serving you for years to come.