Convention Housing
The Greater Madison Convention & Visitors Bureau offers full-time staff and exceptional service to handle all aspects of housing management. The GMCVB provides the following services to groups that require two or more hotels and a room block of 250 or more sleeping rooms on their peak night. Commitment to utilize online housing must be determined in the hotel contracting stage. For a list of general policies about any of our housing services, including online housing, please contact Janine Wachter at 800.373.6376 x 3949 or wachter@visitmadison.com.
Pre-Event Housing Services
- Assistance with contracting appropriate room blocks based on past room pick-up
- Assistance in establishing cutoff dates and timelines
- Customized hotel reservation forms
- Serving as a liaison for planners working with hotels and attendees
- A customized hotel locator map
- Personalized event websites featuring contracted hotels, rates, room types, and area information
- Detailed and easy to follow directions for attendees to make reservations
- Access for attendee to contact GMCVB staff via phone, e-mail or fax for housing assistance
Online Housing Services
- A link to a personalized online housing reservation system featuring real-time room inventory, detailed amenities, room types, and photos of hotel properties
- Management and monitoring of hotel inventories to help avoid attrition penalties
- Assigned room blocks including VIP and sub-blocks
- Online housing system used by the GMCVB: MeetingMax Planning Inc.
Post-Event Housing Services
- Assessment collection post-event and payment to the group based on the agreed upon rebate
- Final pickup report within 30 days of the close of your event
