Hotel Reservation FAQ

Can I book a hotel reservation directly with the hotel?

No, all hotel reservations must be made through our conference registration site. We have integrated the hotel reservation process into our registration system to streamline the experience for our attendees. This ensures that only registered participants have access to the reserved room block.

Why can't I call the hotel to make a reservation?

To maintain the integrity of our room block and prevent unauthorized reservations, we exclusively handle hotel bookings through our registration site. This approach prevents non-registered individuals from securing rooms and potentially causing disruptions to our room block availability.

Can I book a room without registering for the conference?

No, it is not possible to book a hotel room without completing conference registration. Our process is designed to tie hotel reservations directly to conference attendance, preventing speculative bookings and cancellations that could impact room availability for other attendees.

What if I need to make changes to my reservation?

Any changes to your hotel reservation, including modifications or cancellations, should be made through our conference registration system. This allows us to manage room allocations effectively and ensures that changes align with your conference registration status.

Can I book a room outside of the conference room block?

Our room block is reserved exclusively for conference attendees, and we encourage all participants to utilize this accommodation option. Booking within the block helps us secure favorable rates and guarantees that you will be staying in close proximity to conference activities and fellow attendees.

What if I encounter issues with the hotel reservation process?

If you experience any difficulties or have questions regarding the hotel reservation process, please email us at conference@cisoregon.org. We are here to assist you and ensure that your conference experience, including accommodation, is seamless and enjoyable.

Do I need to provide a credit card when making a hotel reservation?

No, we do not collect credit card information during the conference registration process for hotel reservations. Attendees are not charged in advance for their hotel accommodations. Instead, reservations are guaranteed to our CIS room block with the hotel. The hotel will collect your credit card information when you check in.

When will I be charged for my hotel reservation?

Attendees will not be charged in advance for their hotel reservations. Charges for the hotel room will be processed by the hotel directly when you check in.

How is the complimentary night for hotel stay handled in billing?

To ensure the complimentary night is covered, we provide the hotel with billing instructions to bill us for one night for grant recipients. Although the registration site may show the total amount, the hotel will bill us accordingly.

When will I receive a confirmation for my hotel reservation?

We provide rooming lists to the hotel with all attendees' reservation requests, and the hotel then assigns confirmation numbers to each reservation. Once we receive the confirmation numbers from the hotel, we will promptly update your conference registration and email you the confirmation details.

How will I know that my hotel reservation is confirmed?

Upon receiving the confirmation numbers from the hotel, we will update your conference registration to reflect the confirmed hotel reservation. You will receive an email notification containing your confirmation details, including the confirmation number provided by the hotel. This email will serve as confirmation of your successful hotel reservation.

Can I make changes to my hotel reservation after receiving the confirmation?

Any changes or modifications to your hotel reservation should be communicated directly with our support team. After receiving your confirmation email, we will provide instructions on how to request changes or updates to your reservation.

Is it possible to receive the confirmation number before the event?

Confirmation numbers are typically provided once we receive them from the hotel, which is closer to the event date. We aim to send out confirmation emails well in advance to ensure attendees have ample time to review and prepare for their stay.

If you have additional questions or encounter any issues with the reservation process, please don't hesitate to reach out to our team. We appreciate your understanding and look forward to ensuring a smooth and enjoyable experience at our annual conference!