How to Book Hotels for a Medical Congress: Groups and Individual Rooms

To book hotels for a medical congress with CongressBookers, find the congress on our website, look through the hotels we hold near the venue, and request an offer for one hotel or for your whole group. Tell us how many rooms you need and how to reach you. The offer is free, there's no obligation, and we reply within 24 hours.

Since 2013 we have booked hotels for 129 congresses. We contract rooms directly with hotels and support groups 24/7, from the first request to check-out. Here's how the process works, step by step.

Booking in five steps

1. Find your congress

Browse all medical congresses on our website by specialty, city or date. Each congress has its own page with the dates, the venue and the hotels we can offer.

2. Compare the hotels

Hotels are listed nearest to the venue first. For each one you'll see the star rating, the walking time to the congress centre and the distance to the city centre and the nearest station. You can see an example on our ASCO 2027 hotels page.

3. Request an offer

Ask for an offer at a specific hotel, or for the congress as a whole if you'd like us to propose the best mix. Give us an email address or a phone/WhatsApp number, the number of rooms and, if you like, a short message about your group.

4. Review our proposal

Within 24 hours we send room rates and booking terms: deposit, cut-off date, cancellation and name-change rules. If something doesn't fit, such as budget, distance or room types, we adjust the proposal.

5. Confirm and send names

Once you confirm, we secure the rooms with the hotel. Before the cut-off date you send the rooming list, and we handle name changes, special requests and any issues on arrival.

Groups or individual rooms?

• Group blocks suit pharma companies, agencies and TMCs sending delegates, speakers or staff together. One contract and one rooming list cover everyone, usually across one to three hotels.
• Individual rooms suit delegates travelling separately or small teams. Use the same request form and simply enter the number of rooms you need.

For an idea of how large congress allotments get, read Medical congress hotel allotments: real room block examples.

What to include in your request

• The congress name and your arrival and departure dates.
• The number of rooms and room types (single, double or twin).
• Your budget or preferred star rating.
• How close to the venue you need to be, and whether you need transfers.
• Any meeting rooms, dinners or on-site support.
• Billing details and any compliance requirements from your company's hospitality policy.

Why book through a congress specialist

• Rooms contracted directly with hotels, often near venues where availability is tight in congress week.
• Group terms that are clear from the start, including cut-off, attrition and name changes.
• One contact for the whole stay, with support 24/7 during the congress.
• More than hotels: transfers, meeting rooms and on-site coordination when you need them.

Frequently asked questions

Is the offer free?

Yes. Requesting an offer is free and there's no obligation to book.

How quickly do you reply?

Within 24 hours.

Can I book just a few rooms?

Yes. Enter the number of rooms you need in the request form, whether it's a handful or a full group block.

Are you the official housing provider for the congresses on your website?

No, unless a congress page says so. We're an independent accommodation agency that contracts rooms directly with hotels.

Can you also arrange transfers and meeting rooms?

Yes. Tell us what you need in your request, and we'll include it in the proposal.