Policies and Procedures Manual

Room Blocks and Cut-Off Dates

The program chair should ensure that the “Cut-Off Date” for hotel sleeping room reservations is well publicized in all promotional materials related to the meeting, since penalties may result if an adequate number of rooms is not reserved prior to that date.

The hotel contract will provide for a limited number of guest rooms at a conference rate. Hotel contracts generally honor the negotiated conference room rate until the cut-off date or until the negotiated room block is filled, whichever comes first. Cut-off dates for receiving the conference rates are usually 30 days prior to the meeting, after which higher prevailing hotel rates may apply.

It is recommended that the cut-off date and any early registration incentive date be the same—30 days prior to the meeting—to increase awareness of the date by each attendee and thus help ensure booking a hotel room at the negotiated conference rate.

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