Room Block
A group of hotel rooms reserved at negotiated rates for event attendees.
Definition
A room block is a negotiated reservation of hotel rooms held for event attendees at discounted rates. Planners contract with hotels for specific room quantities, dates, and rates, and attendees book within this block using a code or link.
Room block contracts specify pickup deadlines, attrition allowances, cutoff dates after which unsold rooms release, and commission structures. Managing pickup—tracking how many rooms have been booked—is essential for avoiding attrition penalties.
Why It Matters
Room blocks affect both attendee experience and event economics. Convenient, reasonably priced lodging improves attendance and satisfaction. Room revenue also often provides leverage for venue negotiations—hotels may offer meeting space discounts in exchange for room commitments.
Poor room block management leads to attrition penalties, lost attendees who can't find affordable lodging, or commission loss when attendees book outside the block.
Examples in Practice
A conference secures 500-room block with free meeting space, trading room revenue guarantee for venue cost savings.
An event uses room block management software to track pickup and send targeted reminders to registered attendees who haven't booked.
A planner negotiates extended cutoff dates after demonstrating their attendees historically book late, avoiding early attrition situations.