Top tips for successful rooming lists

 

Putting together rooming lists can be a time consuming and often overwhelming business for anyone not familiar with the process. We’ve put together a number of key considerations to keep in mind to ensure you create a rooming list that works for everyone.

Budget

When it is necessary to stretch a budget for a business meeting or conference, opting for flats or double occupancy rooms with 2 beds can result in significant savings. Some venues offer rooms with a shared living area and kitchenette, while each bedroom has its own bathroom, ensuring maximum privacy for guests while minimising your budget.

Attrition

If you are organising a three day event, the chances are you won’t need the same amount of rooms on all three days. Time pressures will mean that not everyone will stay the entire time and most people will leave before the last day. It’s important to block enough rooms for your delegates, but not so many rooms that you are left paying for unoccupied rooms. If you can, check the room allocation from previous years and compare it to the number of nights actually used. If you don’t have this information, make sure you get the information from the venue after the event. It will make planning for next year much easier.

Early to bed vs night owls

Let’s face it, we all have our own rhythms. Some people prefer to stay up late and sleep in a bit while others believe in “early to bed, early to rise”.  There will always be a mix at group events. Some guests will want to party into the night while others prefer to relax in a quiet setting when the events of the day are over. Trying to mix the two types of guests will mean that nobody is happy.

Accessibility

Definitely factor physical challenges into decision-making when determining which accommodation to assign to guests. Some guests will require lower floors or rooms that are close to the lift and it makes sense to match up those guests who require special accommodation.

Communication

Finally, the key to a successful rooming list is communication. Regular contact with the venue will keep attrition to a minimum whereas keeping in touch with your delegates should mean that there are no surprises or unhappy customers on arrival.