Who is responsible for booking hotel rooms?
This is definitely a topic to be discussed early on in the planning stages of your event. You may be able to negotiate substantially lower rates than a hotel’s advertised rate, depending on the size of your group, but the actual booking may be contracted as “individual call-in” or “rooming list”. If you can handle managing rooms for your group’s size, consider submitting a rooming list to the hotel. If you don’t have the time or the expertise, require your attendees make their own reservations, or for extremely large groups, you may want to look into contracting a housing company to manage your needs. Regardless of who makes reservations, be sure to keep track of the rooms being booked; you may have special requirements written into your hotel contract, and you’ll want to monitor attendance.
