Arranging for Conference Speaker Lodging
Lodging for conferences is arranged by securing a block of rooms at one of the New Haven hotels. Once a conference has been approved and a date selected, organizers should inform Adrienne Lucas the approximate number of rooms they will need for their conference. Once this information is gathered, the Office of Student Affairs will reach out to New Haven hotels to negotiate a room block rate and inform conference organizers of the options.
The hotel will indicate a cutoff date by which organizers will need to finalize the number of rooms for their speakers. You will be asked to provide the following information:
- Name of speaker
- Nights of accommodation
- Any special needs/requests
- Any special charging instructions (e.g., YLS pays one night only, speaker to pay)
Arranging for Conference Attendee Lodging
If you expect a large number of non-Yale affiliated attendees at your conference, you may want to secure a block of rooms for your attendees by contacting the hotel directly. This means arranging with the hotel to have them hold a certain number of rooms at a discounted price that conference attendees may take advantage of by a certain date. In addition to the Omni and Courtyard Marriott downtown, the La Quinta on Long Wharf may be a hotel you may want to reach out to as well. Their rates are usually lower and they offer a free shuttle service into New Haven.