2015 Conference Planning

Hotel Room Block

Could I please speak with someone in Sales?

Hi Sharon, my name is Stuart. I'm calling about the Homewood Suites by Hilton in Laurel, Maryland, right next to Johns Hopkins University and the Applied Physics Lab.

I'm organizing a conference on campus for May 19-22, and I'm recommending your hotel to people who are coming. I expect around 50-75 people.

Your public prices for a basic room are around $170-180 per night. I personally work at the Southwest Research Institute, and our negotiated rate is about $102 per night. I would like to know if there was any sort of similar discount I can tell attendees about, such as perhaps an APL Visitors' Rate?

Individual booking: Not much she can do.

Create a block: Special discounted rate.

If >50% of rooms (like 15 of 30), then it's fine. $139.

--> Mom says I need the above (I'm only on hook if <50%) in writing.

--> Mom says how soon before the conference would I have to release the block back to the general public. (usually 4 weeks)

--> Can I adjust the block size up if by some miracle a gazillion people sign up.

--> If people have registered outside the block, can they be put into it.

--> An e-mail would need to be sent out telling all attendees about it. And update the notice about hotels on the website.

--> Mom suggests if I'm signing the contract, I go as low as possible, like 25 rooms.

--> They should set up a link people can click to have the rate filled out, and make sure I can monitor progress of block filling.

--> By what date does my attrition need to be? Need to ask them how far out I can reduce the room block and by how much. Like, to 20 rooms (20%), a month out. Without penalty.

--> Verify that I can be included in the room block at the SwRI rate, and can my 6-7 invited speakers be, too.

--> Tell people to book early, it's a small hotel (114 rooms), and when the block is gone, they may have to pay regular rate.

Sharon Kim 443-433-8252