8 Tips for Better Room Block Management for Your Event

Written by Anton Ramus

  • Room Block Management
  • Tips

As an event planner, managing the room block for your event can be a challenging task. From selecting the right hotel to negotiating room rates, there are many factors to consider when managing a room block. In this article, we will discuss eight tips to help you manage your room block more effectively, ensuring that your guests have a comfortable stay and your event runs smoothly.

Tip #1: Start Early

One of the most important tips for better room block management is to start early. This gives you enough time to research hotels, select the right property, and negotiate rates. Early planning also helps you secure better deals and better room availability.

Tip #2: Set Realistic Room Block Numbers

Before starting the room block management process, determine how many rooms you will need. It is crucial to set realistic room block numbers to avoid financial liabilities. It is always better to underestimate rather than overestimate room requirements.

Tip #3: Choose the Right Hotel

Choosing the right hotel is essential for successful room block management. You must consider factors such as proximity to the event venue, room amenities, hotel facilities, and room rates. It is always advisable to choose a hotel that caters to your guests’ specific needs.

Tip #4: Negotiate Room Rates

Negotiating room rates is an essential part of room block management. You must negotiate the best possible rates to stay within your budget. Be sure to compare rates with other hotels in the area to ensure you are getting the best deal.

Tip #5: Promote the Room Block

Promoting the room block to potential guests is essential to ensure that they book their accommodation at the hotel you have selected. Use different marketing channels to promote the room block, such as social media, email marketing, registration sites, and event websites.

Tip #6: Monitor Room Block Usage

It is essential to monitor room block usage regularly to avoid unnecessary expenses. Keep track of the number of rooms booked and the number of rooms that remain. It helps you release rooms that are not needed and avoid penalties for not filling the room block.

Tip #7: Communicate Effectively with Guests

Effective communication with guests is essential for a successful event. Provide guests with all the necessary information about the hotel, room rates, and amenities. Ensure that the hotel staff is aware of the room block details and is ready to accommodate your guests.

Tip #8: Review and Evaluate Room Block Management

Finally, review and evaluate your room block management process after the event. It helps you identify areas that need improvement, and you can use this knowledge to make necessary changes to your room block management process.


Q1. What happens if we don’t meet the room block requirements?
A1. If you don’t meet the room block requirements, you may have to pay penalties or be liable for unsold rooms. This is also known as Attrition.

Q2. How do we negotiate room rates?
A2. To negotiate room rates, research and compare rates with other hotels in the area, and be prepared to negotiate based on your room block requirements. It is also a good idea to use a housing contracting or sourcing agent to help navigate around contracts, and help you get the best deal. Feel free to connect with our team for recommendations.

Q3. How do we promote the room block?
A3. Promote the room block through your event website, and email marketing for the general public. For more isolated blocks for VIPs, and exhibitors for example, you can use the registration platform or distribute secure links via email if needed. We love tech, so we recommend some automation here. Our team can help you with this, reach out at sales@resiada.com.

Effective room block management is essential to ensure the success of your event. The above tips will help you manage your room block more efficiently, ensuring that your guests have a comfortable stay and that your event runs smoothly. Remember to start early, set realistic room block numbers, choose the right hotel, negotiate room rates, promote the room block, monitor room block usage, communicate