Booking hotel blocks for conferences, expos, and multi-day events shouldn't require a full-time coordinator. Post your event hotel needs on BidMyRoom - venue location, dates, room block size, and meeting room requirements - and conference-ready hotels compete with their best group rates. Compare bids on rates, meeting spaces, AV packages, and attrition terms. Free for event planners.
You spend weeks contacting hotels near the venue, explaining your event requirements over and over, and waiting for proposals that arrive in different formats with incomparable terms.
Attrition clauses, meeting room fees, AV charges, and F&B minimums are buried in lengthy contracts. Comparing them across 10 hotels without a centralized system is nearly impossible.
Hotels quote their standard group rate because they know most event planners don't have time to gather competing offers. Without leverage, your budget takes the hit.
Managing room block pickups, attendee booking links, and hotel communications across multiple properties creates chaos - especially when your event is weeks away.
BidMyRoom simplifies event hotel booking. Post your event details once - venue, dates, block size, meeting room needs, AV requirements - and hotels compete with comprehensive proposals. Compare rates, meeting spaces, F&B options, and contract terms in one dashboard.
Post your event hotel request once - hotels submit full proposals
Hotels compete with group rates, meeting room packages, and AV options
Compare attrition clauses, cancellation terms, and F&B minimums side-by-side
See meeting room capacities, AV equipment, and breakout room availability
Chat directly with hotel event sales teams - no middlemen
Manage room block pickups and share booking links with attendees
Support for multi-day events, conferences, expos, and corporate summits
Free for event planners - hotels pay a small commission
Works for any event size: 20-room blocks to 500+ room conferences
Enter your event venue or city, dates, room block size, meeting room needs, AV requirements, F&B preferences, and budget range. Include any special requirements like breakout rooms or exhibition space. Takes 2 minutes.
Conference-ready hotels near your venue review your request and compete with comprehensive proposals including group rates, meeting room packages, AV options, and contract terms. Expect bids within 24-48 hours.
Review all proposals side-by-side - group rates, meeting room fees, AV packages, attrition terms, F&B options. Chat directly with hotel event teams to negotiate. Book the best hotel for your event.
Enter your event venue or city, dates, room block size, meeting room needs, AV requirements, F&B preferences, and budget range. Include any special requirements like breakout rooms or exhibition space. Takes 2 minutes.
Conference-ready hotels near your venue review your request and compete with comprehensive proposals including group rates, meeting room packages, AV options, and contract terms. Expect bids within 24-48 hours.
Review all proposals side-by-side - group rates, meeting room fees, AV packages, attrition terms, F&B options. Chat directly with hotel event teams to negotiate. Book the best hotel for your event.
It's free and takes less than 2 minutes. No obligation.
Get Event Hotel BidsConference organizers booking hotel blocks for attendees
Corporate event planners managing multi-day summits and offsites
Association event coordinators arranging annual meetings
Trade show and expo organizers needing hotel blocks near convention centers
Nonprofit organizations hosting fundraising galas and retreats
Professional event management companies handling multiple events
Anyone booking 20+ hotel rooms for a conference or event
Planners who need meeting rooms, AV, and hotel rooms in one package
Yes. When you specify meeting room requirements in your request, hotels include detailed meeting room information in their bids - room dimensions, capacity configurations (theater, classroom, boardroom), AV equipment, and pricing. You can compare meeting room packages across hotels alongside group room rates.
Hotels include AV details in their event proposals - projectors, screens, microphone systems, video conferencing, Wi-Fi bandwidth, and staging options. Some hotels include basic AV in their meeting room fee while others offer tiered AV packages. All details are visible in each bid so you can compare.
Attrition clauses specify the minimum percentage of your room block that must be booked by a cutoff date. Industry standard is 80% pickup. On BidMyRoom, each hotel's attrition terms are included in their bid so you can compare flexibility across properties. You can also negotiate attrition terms directly with hotels through the platform's chat feature.
Yes. Once you book a hotel, BidMyRoom provides tools to share booking links with your attendees and track room block pickup progress. This gives you real-time visibility into how many rooms have been booked versus your block commitment, helping you manage attrition risk.
Yes, completely free. There are no fees for posting requests, receiving bids, or booking through the platform. Hotels pay a small commission when they win your event booking, which incentivizes them to submit their most competitive proposals and keeps the service free for planners.
Explore solutions tailored to your specific needs
Post your event hotel request in 2 minutes. Hotels compete with group rates, meeting rooms, and AV packages. You pick the winner.
No credit card needed · Free for organizers · No obligation