Medical Congress Hotel Allotments: Real Room Block Examples

A large medical congress can need hundreds of hotel rooms spread across many properties. For the 2019 editions of seven European congresses, our allotments ranged from 100 rooms in 5 hotels for WONCA Europe to 838 rooms in 18 hotels for EHA in Amsterdam. Across all seven, that averaged about 39 rooms per hotel. Here's what the numbers show, and how to size a block for your own group.

Our 2019 allotments at a glance

Averages are rounded. The figures are the hotel allotments we held for each congress, contracted directly with the hotels.

What the numbers show

• Blocks are spread, not concentrated. The average was between 20 and 47 rooms per hotel, depending on the congress.
• Bigger congresses mean more hotels. EHA needed 18 hotels, not bigger blocks in a few properties.
• Several hotels give clients choice. A mix of locations and star ratings lets groups balance budget against walking distance.
• Spreading the block reduces risk. If one hotel has a problem, delegates can often be moved to another hotel in the same allotment.

How to size a block for your group

• Count everyone who needs a bed. Delegates, speakers, faculty and your own staff, including people arriving early for set-up.
• Plan for single occupancy. HCP groups usually stay in single rooms, so the number of rooms is close to the number of people.
• Map the peak nights. Most groups arrive the day before the congress opens; the busiest nights decide the block size.
• Leave a realistic margin. Attendance changes. Agree attrition terms that let you release some rooms without penalty before the cut-off date.
• Split large groups. As a rule of thumb, we spread groups of more than 50 rooms across two or three hotels.

Key terms explained

• Allotment: a block of rooms a hotel reserves for an agency or group at agreed rates and dates.
• Cut-off date: the date by which unused rooms go back to the hotel and names must be confirmed.
• Attrition: the share of the block you can release before the cut-off date without paying for it.
• Name change: replacing one delegate with another on the rooming list, often free until a set date.

When to secure a block

For the largest congresses, pharma companies often launch RFPs 12 to 18 months ahead. For a typical group, we recommend securing hotels 9 to 12 months before the congress, when the choice near the venue is still wide. Read our step-by-step guide on how to book hotels for a medical congress, or browse upcoming medical congresses and the hotels we hold for them.

Frequently asked questions

How many rooms does a large medical congress need?

It depends on the congress and the client mix. In 2019 our allotments ranged from 100 rooms for WONCA Europe to 838 rooms for EHA.

How many rooms does one hotel usually hold for a congress group?

In our 2019 allotments, the average per hotel ranged from 20 to 47 rooms depending on the congress, or about 39 overall.

What is attrition in a hotel contract?

The share of a room block you can release before the cut-off date without paying a penalty.

When should we book hotels for a congress group?

Ideally 9 to 12 months before the congress, and earlier for the largest meetings.