Hotel room block management is a key component of any event. IEEE Meetings, Conferences & Events (MCE) will proactively monitor the hotel and venue contracts to avoid attrition fees and ensure all contract terms are honored.

Hotel Room Block Management

IEEE MCE helps to determine the optimum number of rooms needed for your event attendees. IEEE MCE will negotiate with the hotel for the amount of flexibility in accommodating changes to the contracted room block. 

IEEE MCE will also negotiate the fine print and the best rates, and maximize contract concessions, in addition to: 

  • monitoring room pickup and provide periodic reporting; increase block when needed;
  • decreasing the room block when needed in a timely manner to avoid any potential attrition fees; monitor the cut-off deadline and handle any deposit requirements;
  • assisting with concession assignments for VIPs (suite upgrades, welcome amenities, etc.); instruct hotel on peak check-in/check-out times to ensure extra hotel staff are present; and review needs of people with disabilities;
  • reserving a block of rooms for overflow needs;
  • setting up procedures for late check-ins and departures, and manage any attendees who lose a hotel room due to an oversell situation.