At Conference & Logistics Consultants, Inc., we believe that success is good planning. Knowing who to contact, the right questions to ask, and how to avoid delays is the key to achieving the most successful event possible. Below are some important questions to ask when booking hotel rooms for your meeting or conference.

Ask the Front Desk...

How do you handle individual reservation requests after cutoff date when you are full? When you still have rooms?

If the hotel is full, it should provide a referral card to the closest hotel. If the hotel is not full, it should confirm at group rates.

When is the group file worked by the front desk?

One week before arrival usually allows time for blocking, staffing, etc.

Whom do I call to find out how many rooms I have picked up? How long will it take to find out?

Whom you call is up to the hotel, but the information should be available in an instant. The hotel should allow you to call up for this type of information once a week starting three months out.

My group will have several rates. What do you do when one category is full?

The hotel should bump to the closest available category.

What other groups are in the house with mine? How big are they? When do they arrive and depart?

Make sure there will be no delays from overlap with your arrival, departure or schedule of events.

How far in advance do you block special requests such as low floors, connecting room, handicapped facilities?

Computerized hotels should do it immediately. Others should do it one-to-two weeks out with a trace system.

Who can make VIP reservations?

The more people who can, the less meaningful the VIP designation.

What are the hours of the reservations office? How are after-hours reservations handled?

The hours should cover all time zones. The desk or other in-house personnel should be able to take reservations after hours.

At computerized hotels, what reports can be made available to me for review?

You should be able to see arrival lists, actual arrivals, departure lists, actual departures, pick-up information and a list of those who did not send in deposits.

Can I see a group reservation card?

It should contain a clear explanation of the guarantee policy, cutoff date and room types.

Ask the Front Office Manager...

How do you handle large group check-ins?

Hotels should be able to arrange the check-in to take place in a special area of the lobby or a function room. They should also be able to come up with "creative" check-ins, featuring, for example, jugglers, magicians, poolside locations. Check-ins can even resemble theme parties, if you go with something like a hospital check-in with the bellboys dressed up as orderlies, drinks served through intravenous tubing and the desk clerk in the guise of an admitting nurse.

How many in my group will be pre-registered? When will rooms be assigned?

Special requests should always be pre-registered. If you can give the front desk a list of individual airport arrival times, the hotel should be able to block rooms accordingly.

What is your definition of pre-registration?

It should mean pre-assigned rooms, keys in envelopes and pre-written folio information.

What do you do for VIPs at check-in?

You should expect full pre-registration, special welcome, escort to upgraded room or suite.

What is your check-in credit policy?

Credit card or cash in advance is standard procedure, but waivers for certain groups, such as VIPs are possible.