Write a where-to-stay page for your event website

Gather confirmed lodging details

Download the editable where-to-stay page worksheet (English Markdown)

Start with the event dates, venue address and attendee entrance. Decide whether to list a negotiated hotel block, independently bookable options, or both. Ask each property for its official booking destination and the exact terms you may display. Keep the source URL, contact and check date in an internal record.

An official hotel event-booking page can show event-specific dates, a group code, link-validity date, rate details and cancellation terms. Check your own property’s page and agreement; another event’s terms are not standard. Without a confirmed block, do not call an ordinary hotel link a group rate.[1]

Build a card for each useful option

Give each option a property name, street address, direct booking link and short venue-context note. State eligible nights, any required code and the cutoff only when verified. Describe charges or included services exactly as the property confirms them; a price seen today may change before an attendee books.

Keep booking separate from directions. Name who takes the reservation: the hotel or provider, not the event team unless that is your actual process. Without a block, say that attendees book independently and should check current availability and terms on the provider’s site.

Make the venue connection usable

Give the correct venue entrance address and a concise transport note when verified. Test the destination pin of any directions link: a venue complex’s main address may not be the attendee entrance. Google Maps URLs support directions with a destination and optional travel mode; encode and test any URL you construct.[2]

Do not present a route estimate as guaranteed travel time. For shuttle, parking or accessibility details, link to current event information or a confirmed provider page instead of inventing a service.

Publish and test the attendee view

Place the page where registrants can find it, such as your event navigation. Open the published page on a phone without an organizer login. Follow every booking link, choose the event nights and check that the destination matches the named property and offer. Test options with and without a code if both exist.

Use link text such as “Book at [property]” and “Directions to [property].” W3C’s link-purpose guidance explains why labels or programmatic context matter. Check keyboard focus, long names and the plain-text address if a map fails to load.[3]

Assign a review owner and fallback

Record who checks each property and when the public page was last verified. Recheck at the booking cutoff, after a broken-link report and before the main arrival period. If an offer expires or rooms are unavailable, remove the stale claim and explain the next action: check the property’s current site, use another verified option, or contact a staffed event team.

Keep the venue, dates and lodging page consistent with the rest of the event website. The worksheet separates public copy from internal evidence so corrections do not expose private contacts or unconfirmed rates.