Open Forum

As a venue I have to implement cut-off dates for booking rooms and submitting guaranteed numbers for catering. How flexible are you with allowing clients to continue booking after their cutoff date?
#ManagingRoomBlocks

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------

Since our meetings are mostly in-house or customers we typically allow changes up to 3 days prior to the meeting although my recommendation is 7 days for planning purposes.

------------------------------
Lisa Simpson
Travel Manager
JM Huber
------------------------------

Thank you Lisa,

If there is a last minute person wanting a sleeping room do you allow them to have the group rate, say if you're almost sold out?

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------

Original Message:
Sent: 05-13-2022 11:46
From: Lisa Simpson
Subject: Cut Off Dates

Since our meetings are mostly in-house or customers we typically allow changes up to 3 days prior to the meeting although my recommendation is 7 days for planning purposes.

------------------------------
Lisa Simpson
Travel Manager
JM Huber
------------------------------

I wouldn't expect them to get the group rate since it's past the cut-off date but it would be greatly appreciated if they could.

------------------------------
Lisa Simpson
Travel Manager
JM Huber
------------------------------

Original Message:
Sent: 05-13-2022 11:59
From: Teresa James
Subject: Cut Off Dates

Thank you Lisa,

If there is a last minute person wanting a sleeping room do you allow them to have the group rate, say if you're almost sold out?

------------------------------
Teresa James
Director of Sales and Marketing
DoubleTree Gainesville
------------------------------


Original Message:
Sent: 05-13-2022 11:46
From: Lisa Simpson
Subject: Cut Off Dates

Since our meetings are mostly in-house or customers we typically allow changes up to 3 days prior to the meeting although my recommendation is 7 days for planning purposes.

------------------------------
Lisa Simpson
Travel Manager
JM Huber

It's always based on availability for my hotel.

------------------------------
Colleen Beck
Director of Sales & Marketing
The Westin Tampa Bay
------------------------------

Hi Teresa,
In my previous roles, we always allowed attendees to register after the cut-off date. However, there was clear language during the registration process, that if they registered late, hotel rooms were based on availability and rate. I always try to work into the contract though, to guarantee the rate after the cut-off date and above the contracted block for the same room type. We understand that there is a certain point when the hotel needs to release those unused rooms in our block to try to resell - both for their benefit and for ours (if we're in attrition).

------------------------------
Gina Allega, CMP
Senior Program Manager
BCD M&E
------------------------------

Generally we would allow registrations after cut off dates but would expect rates may change if we've missed deadlines.

------------------------------
Amy Lum
Senior Systems and Tools Specialist
Boston Scientific CorporationUnited States
------------------------------

Hi Teresa,

In my experience from the other side of the fence, hotels we have good relationship with (and repeat business with) let our attendees keep booking at the conference rates as long as they have space available, even past the cutoff dates. Some expections for busy weekends - they'll still save some rooms saved up for our latecomers but at a higher rate. 

Hope that helps!

------------------------------
Béline Falzon
Event Planner
Stanford UniversityUnited States
------------------------------

Hi Teresa,

I would say in my previous role at a hotel we were as flexible as we could be to better assist our clients and increase repeat business. We would offer the hotel rate after the cutoff date pending nightly occupancy at that time. I think this also fluctuates based on if the hotel's main business comes from leisure, transient or group business. From the planner side of things. We always appreciate and value a flexible hotel as we have a high number of last-minute requests since the pandemic has shifted the dynamic and mindset of events/travel. I feel like 3 business days is pretty standard for both hotel rooms and F&B guarantees over all though.

------------------------------
Katie Dreifus
Registration Manager
PwC Management Services LPUnited States
------------------------------

When we have a large room block, we typically publish a date in registration so the attendee sees it when they are registering. After that date we remove the hotel block from Cvent registration, and any requests come directly to us. We work with the hotel directly to check on availability but we have already told attendees everything is based on availability at that point, and we don't guarantee the rate.

------------------------------
Beth Vriesen
Events Registration Administrator
Associated Bank Corporation
------------------------------