Start with rooming needs, not a headline rate
Estimate how many people need rooms, who shares, how long they stay, and whether accessible rooms or early arrivals matter. Ask the hotel about minimum pickup, release dates, deposits, incidentals, and who is liable for unused rooms.
- Compare the full price after taxes and fees.
- Confirm how room assignments and guest names are handled.
- Map the actual route between hotel, venue, and transport pickup.
Make check-in understandable
Tell guests what is booked for them and what they must book themselves. Provide the property name, check-in time, transport meeting point, and a contact for changes. Do not announce a block until the hotel has confirmed the terms in writing.