The hidden chaos of handling room blocks on your own

You call the hotel, they quote you a rate, you think you’re done. Then guests start texting: “The link doesn’t work,” “They said the block is full,” “Can I get the discount for an extra night?” Suddenly, you’re playing customer service for 100+ people while trying to finalize your event.

What a coordinator actually negotiates:

We don’t just book rooms – we secure attrition clauses that protect you from paying for unused rooms, negotiate complimentary suites for VIPs, confirm cutoff dates that actually work with your RSVP timeline, and set up dedicated booking links with 24/7 access. We also handle the inevitable: guests who book outside the block, rate-matching requests, and accessibility needs.

Austin vs DC differences: Hill Country hotels often require higher minimums for weekend blocks, with limited inventory and brand options. DC properties don’t have as high demand on the weekends, allowing for more rate flexibility.

Our Process:

• We begin your room block research as far as twelve months prior to your event
• Compare 3-5 properties within your parameters
• Confirm contract terms are mutually beneficial
• Troubleshoot with regular communication and room block updates from the hotel contact

Ready to hand off the logistics? Our coordination services include full room block management, through our affiliation with FORA travel. Book your consult and let’s make travel seamless for you and your guests.