Simplified Registration
Registration is extremely simple as well. When guests are ready to begin booking their rooms, they will find everything they need on a single site.
“The attendees are directed to a link via the event website, where they create a profile, pick the dates they’re needing a room, and how many rooms are needed,” said Heather Deeter, director of group services at Go Cedar Rapids in Cedar Rapids, Iowa. “At that point, the system shows them the available properties that meet their criteria. They can then go through the process of booking the hotel — much like the process for any online hotel reservation system.”
Guests are prompted to enter their credit card information, which will be protected on secure software for the hotels alone to process. They may also include their loyalty membership details.
“The hotels have to log into the system with their secure credentials in order to retrieve the payment information for the reservation,” said Deeter. “We do collect loyalty program information, and that is included in the information that the hotel receives.”
Afterward, the guest receives a confirmation email that their request has been processed.
Planning Ahead
Planners should contact housing bureaus at least several months prior to the event, since it is not uncommon for organizations to reserve room blocks over a year in advance.
“We have a couple of events already booked for 2020,” said Meagley.
Cities typically require a minimum of two hotels and 500 room nights on peak for their housing services, though these specifications may vary. Since bringing new business to the city is a priority, some housing bureaus are more lenient when it comes to helping a first-time event get off the ground.
“If it’s a matter of whether or not the new business comes to the city, then we will consider it,” said Schmidt.
Meanwhile, other bureaus offer service regardless of event size, such as Go Cedar Rapids.
“There are no restrictions,” said Deeter. “It’s all about servicing the client and making them feel at home.”
For those unsure which cities offer housing bureaus, planners can either check online or call the convention and visitors bureau in their target location.
“Just contact your CVB and talk with them about it, then incorporate it into your planning,” Schmidt added. “It’s an advantage for your guests that will make their experience so much more pleasant and easier.”
