Source: Robin Roth, Senior Contracts Editor, Conferon, Inc.
E-Specs: March 30, 2004

TA lot of press has been given lately to the problem of attendees booking rooms outside the block, dubbed ROCH (rooms outside the contracting hotel) and ROB (rooms outside the block). The ease of shopping for lower rates that are available through the Internet is the primary cause of the problem. ROCH and ROB can result in the sponsoring organization suffering increased attrition costs.

We strongly encourage our clients to offer incentives for staying in the contracted hotels. Prevention is an additional solution and the best form of prevention is education. Educate your attendees and exhibitors as to what’s in it for them if they stay within the contracted block. Consider creating and marketing a top 10 list of reasons to stay inside the block, which can be included directly in your brochure or website. Here’s a sample goody bag of reasons that can be offered:

1. Networking – Make the most of your conference by spending more quality time with other attendees or exhibitors
2. Convenience – Ride the elevator to and from the sessions and events.
3. Support Your Association – Help us earn free or discounted meeting space that keeps your registration fees competitive. Help us earn more concessions for following years. Help decrease our liability for unused rooms.
4. Cost Savings – Save money on rental cars, parking, or taxi fares.
5. Conference Shuttle – Enjoy the convenience of complimentary shuttle service to and from the convention center.
6. Customer Service – Take advantage of superior reservation procedures. Internet channels are often difficult to cancel or change and often require prepayment. Also, the non-chain Internet channels do not offer frequent stay points.
7. Low Rate Guarantee – Shop for competitive rates by viewing our conference hotels on their chain-branded web sites. Many chains now offer a lowest rate guarantee on their branded site.
8. Drawing – Earn a chance to enter a drawing for a free registration or complimentary guest room.
9. Hotel Amenities or Concessions – Relax and unwind in the health club and pool. Save time and money by utilizing the business center, high-speed Internet access, concierge service, and of course proximity to your group information desks.
10. Hotel Incentives – By staying in the official hotel(s), you will receive the following additional benefits… (Some hotels will offer additional incentives to groups that work on a proactive plan for combating ROCH. i.e. additional hotel points, free high-speed internet, free health club or other incentives that have low to no cost to the hotel, but are valued by the attendees).

Help your attendees and exhibitors WANT to help you avoid ROCH and ROB through education and communication. For more guidance on strategies to combat ROCH and ROB, contact your Conferon or ITS representative.

(Note: This information is not intended to be "legal advice." A qualified attorney should be consulted to review all legal issues.)