Conference rate

A discounted accommodation rate for attendees of a conference or event. Hotels offer these rates to organisers to encourage group bookings around a specific event, and they're typically only available for a limited date range and booking code. They function similarly to a room block but are tied to attendee volume for a single event rather than a company's ongoing travel programme.

Conference rates are usually negotiated by the event organiser, who agrees a number of rooms and a special price with one or several hotels near the venue. Attendees then book using a dedicated link, group code or registration form before a cut-off date. After that date, unsold rooms are returned to the hotel's general inventory, and the special rate may no longer be available. Conference rates often include additional benefits such as breakfast, Wi-Fi or flexible check-in times. Some events also partner with booking agencies that manage the room block on the organiser's behalf.

For companies sending employees to industry events, conference rates can be convenient but are not always the best option. Hotels near major events tend to raise their prices, and the conference rate may still be higher than other nearby properties or the company's own negotiated rates. It is worth comparing the options and checking the cancellation conditions, which can be stricter for event bookings. Booking early is particularly important, as rooms near popular venues sell out quickly.

For event trips, Tumodo brings all arrangements into one place. Employees and travel coordinators can compare accommodation near the venue across more than 3.5 million options at direct supplier prices, while flights, rail tickets and car transfers are booked in the same trip. When a large group needs to stay in the same hotel, Tumodo's support team arranges the required number of rooms directly with the hotel, and all costs appear in one set of reports.