At first glance, room block management may seem straightforward: send RFPs to hotels, secure a room block, agree on terms, and check it off your to-do list. But is it really that simple?
The reality is far more complex. Managing room blocks involves much more than just reserving hotel rooms. It requires negotiating rates, tracking reservations, managing attrition, and maximizing concessions, all while navigating a complex landscape of variables and potential penalties. Without the right tools, planners face risks like penalties from unsold rooms (attrition) and missed revenue opportunities from early room cancellations.
However, when managed effectively, room blocks can not only prevent attrition penalties but also become a revenue generator. The key lies in leveraging technology that simplifies the process, optimizes block usage, and provides real-time data insights to help planners make informed strategic decisions.
Once the foundation of effective room block management is established, event planners can explore additional opportunities for revenue generation.
Planners can leverage three strategic methods to boost profitability: rebates, commissions, and sponsorships. By incorporating these methods into a room block strategy, planners can turn accommodations into a powerful revenue driver.
• Rebates provide event planners with a direct financial return from each reserved night within the room block. This strategy involves negotiating a specific dollar amount, often ranging from $5 to $15 per room night, which is added to the event budget. For instance, if 100 rooms are booked for three nights with a $10 rebate per room night, planners could generate an extra $3,000 for the event in additional revenue. This rebate can be used to offset event costs, fund additional event experiences, or even contribute directly to the event’s bottom line. Crucially, rebates need to be negotiated upfront during the contracting phase and should be carefully managed to ensure transparency and compliance, especially when passing costs onto attendees.
• Commissions are another effective way to generate revenue from room blocks. Typically negotiated as a percentage of the room rate, commissions are paid by the hotel to the event budget for each room night reserved. Standard commission rates are typically 7% for larger chain hotels, while independent hotels often offer 10-12%, depending on ownership structure. For example, a 7% commission on a $200 room rate would yield $14 for every room night booked. This can add up significantly, especially for large events with extended stays. Commissions not only offer a financial return but can also incentivize planners to fill room blocks efficiently. To maximize this revenue stream, commissions must be agreed upon during the contracting phase, with clear terms on payout timing and eligibility.
• Sponsorships provide an additional opportunity by turning room blocks into a marketing platform for sponsors, offering visibility in exchange for financial support. They present a creative way to add value for exhibitors while generating additional revenue from room blocks. In this model, sponsors or exhibitors pay to be featured on the room block management site, gaining visibility when attendees select their accommodations. It’s essentially advertising that allows exhibitors to enhance their presence beyond the event floor. For example, sponsors/exhibitors might receive prominent logo placement, banner ads, or exclusive offers within the booking portal, increasing the likelihood of attendee engagement. By integrating sponsorships into the room block process, event planners can offer exhibitors a unique opportunity to reach attendees at a crucial decision point while boosting overall event profitability.
In addition to generating revenue through rebates, commissions, and sponsorships, here are some compelling reasons to consider a room block management solution like Resiada:
- Simplify management of VIP room allocations.
- Reduce attrition with real-time inventory tracking.
- Optimize block and sub-block management.
- Apply flexible payment options tailored to each block.
- Enhance exhibitor engagement by streamlining last-minute bookings.
- Connect registration to hotel booking for a seamless attendee experience.
- Minimize post-event audits and accelerate financial reconciliation.
Effective room block management not only improves attendee convenience but can also be the difference between booking within your event block or opting for a third-party site.
