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Attendees names and arrival dates are just the start when it comes to sending a rooming list to your meeting hotel. More information is always better. Here’s what I include:
- Last name, first name
- Arrival date
- Arrival time
- Guest full name
- Children’s names and ages
- Departure date
- Type of accommodation
- Billing information
- Smoking/nonsmoking
- Required/requested view
- Status in organization (assuring your top people get the best accommodations)
- Special requests (e.g., crib, refrigerator)
- Passport numbers (if required)
One more tip: Take into account your attrition policy when setting a response date for your attendees. Finding out that a few can’t attend after the attrition date only means unnecessary expenses for you.
Mark Kustwan, CMP, is founder of On the Mark Events Meeting & Incentive Planning
