Five essential tips for booking a hotel for your event

“It takes over an hour to get to the conference centre!” “The hotel rooms are too expensive!” “I couldn’t book my favourite hotel!” These are all frustrations that can easily be prevented. At RAI Hotel Services, booking hotels is one of our daily activities. This blog examines how visitors can obtain the best price and quality, and how organisers can help facilitate this.

  • Tip 1 – Book in time!
    An open door? Unfortunately not. We receive phone calls every day from people looking to book a room at the last minute. Chances are that the best hotels will be full and rooms more expensive as the event gets closer. So why do guests wait so long? Often, they simply don’t know whether they will be attending the event, and are afraid that booking a hotel room will incur a high cost should they wish to cancel later. In fact, this concern is rarely justified: nearly all hotels in Amsterdam allow individual guests to cancel free of charge up to 48 hours before their arrival date. Groups benefit from different favourable conditions.

  • Tip 2 – Nothing comes for free
    Discount booking platforms may offer lower prices than when booking directly via the hotel or event booking partner. But take note: they often apply stricter conditions as well, such as no free cancellation, paying in advance or non-included services. Nothing comes for free, so be sure to compare offers carefully.

  • Tip 3 – Benefits of an event hotel
    Most events have their own hotel where speakers and organisers reside as well. In other cases, organisers may appoint various hotels as preferred partners. There’s a big chance that you’ll encounter other participants there, making these hotels the ideal location for making contacts and networking away from the event itself.

  • Tip 4 – Use the official booking site
    Every event books a large number of hotel rooms in advance and negotiates for favourable rates and conditions. In many cases, they will employ a local booking partner such as RAI Hotel Services which knows the city well and can provide recommendations on issues such as transport options, different parts of the city and so on. Use it. It saves you a lot of time and money. This website shows you how easy it can be »

  • Tip 5 – Don’t be afraid to ask
    A professional booking partner can also help you with many requests. For example, we were once asked to book a special penthouse suite for one of the exhibitors’ managers. The luxury suite cost 12,500 euros a night! We can help with other issues as well. To illustrate: a large electronics producer required its staff to stay in hotels which featured their own brand TVs in the rooms. Anything is possible and we are open to all requests.

Remember to enjoy yourself
And if you do travel to a city for an event, enjoy your surroundings! Plan some free time before or after the event to discover what the city has to offer. One of the options in our city is the Amsterdam Welcome platform, which is dedicated to event visitors.

Have fun!

Ferdie van Dam

Ferdie van Dam

Ferdie van Dam | LinkedIn | RAI Amsterdam | Hotel Services | Hotels | Amsterdam | History | Reliable

Latest Photography

View all photos »

Latest Video

View all videos »