All three of Cary's reasons are absolutely correct, but #3 is the most accurate. There are a number of negotiated benefits for having conference attendees stay at the venue hotel. Just off the top of my head there are two examples where we are talking at least $75 per person.
We careful choose the location of the hotel. It is within walking distance of many of the places attendees will want to go to in the evenings. Other hotels in the city may be less expensive, but are not necessarily within walking distance and do not have the capacity to fit us all. Keep in mind, Code4Lib 2013 had over 380 attendees, and we are expecting to host a similar number.
Please know that one of our main goals is to keep the total cost as low as possible while hosting the highest quality conference.
Don't hesitate to ask more questions.
Sent from my iPhone
Director of Library & Informational Technology
University of North Carolina at Chapel Hill
On Jun 29, 2013, at 9:08 AM, Cary Gordon <[log in to unmask]> wrote:
> There are three reasons to stay at the conference hotel, even though it
> might not be the cheapest option:
> 1) You can roll out of bed and into the session;
> 2) More opportunities for out of band discussions; and
> 3) There is very likely a hotel commit involved, meaning that the
> organizers have committed to a certain number of rooms per night in order
> to get free or discounted meeting rooms, hospitality rooms and other
> services. Performance on room commits can be used as a bargaining chip for
> future Code4LibCons.
> Everyone knows that budget is always a big consideration, and not everyone
> can or will stay at the conference hotel.
> On Sat, Jun 29, 2013 at 6:16 AM, BWS Johnson <[log in to unmask]>wrote:
>>> I am happy to announce that we have secured the venue and dates for
>>> Code4Lib 2014! The conference will be held at the Sheraton Raleigh Hotel
>>> in downtown Raleigh, NC on March 24 - 27, 2014. Preconferences will be
>>> held Monday March 24, and the main conference on Tuesday March 25 - 27.
>> Hooray, that's sort of close. Maybe I'll be able to pit fight my own
>> place next year.
>>> Finally, the hotel has the capacity to host all of the attendees, and
>>> negotiated a rate of $159/night that includes wireless access in the
>>> rooms. Hotel reservations will be able to made after you register using
>>> the information provided in your registration confirmation. We will be
>>> publishing more details as become available.
>> Ruh oh. This was rather shocking. Perhaps you might wish to show them
>> a hotels.com search, which puts your $159 just over the Hilton and about
>> double other places in the vicinity. I'm sure it's nice and all that, but
>> uh, perhaps they would be willing to come down seeing as how we're sending
>> a boatload of traffic their way.
> Cary Gordon
> The Cherry Hill Company