Ask about the full room arrangement
Estimate the number of rooms, nights, rooming pattern, and likely late arrivals. Request written details on rate, taxes, fees, room-block minimums, release dates, deposit, and incidental charges. Ask who is responsible if fewer rooms are used.
- Locate the hotel relative to the venue and pickup points.
- Clarify whether members book individually or through one organizer.
- Check accessible rooms and transport needs.
Keep the plan understandable
Tell attendees what is included in the group price and what they pay on their own. If a block is only requested, call it tentative. Confirm check-in and return-day timing before publishing the itinerary.