Define the block precisely
Estimate rooms and nights, room mix, arrival pattern, accessible-room needs, and distance to event locations. Request the full rate with taxes and fees, reservation method, cutoff date, deposit, attrition terms, and incidental policy.
- Record whether the chapter guarantees unused rooms.
- Confirm how attendee names and room assignments are handled.
- Identify a hotel contact for arrival issues.
Tie rooms to the run sheet
The hotel address, check-in window, bus stop, and formal venue must all appear in the event plan. Do not publish a room rate or block code until the hotel confirms it and the chapter understands the written terms.