Seamless booking. Discounted hotels. Unmatched experiences.
Our marketing guide on how to maximise hotel bookings for your event — the channels to use, the timings that convert, and a checklist to launch with.
About
The powerful global hotel booking platform
EventBeds™ is a state-of-the-art hotel booking platform tailored specifically for the events industry. We provide exclusive access to top hotels in some of the world's most iconic cities, giving exhibitors and delegates savings of up to 30%. Our vision is to create an accommodation experience for every attendee that enhances their event experience.
Benefits of partnering with EventBeds™
Global hotel partnerships
Event accommodation in over 8,000+ cities worldwide.
Map-based technology
Intuitive maps let users navigate and plan their stay seamlessly.
Book in seconds
Anywhere, at any time, on any device.
Embed in seconds
Drop it onto your accommodation page and start receiving bookings instantly.
Collaborative promotions
Joint marketing drives more bookings, so you earn more commission.
Commercial return
Every widget booking turns accommodation into an active income stream.
Your advantage
You know your audience better than anyone.
Your existing channels already reach the right people at the right time. When accommodation is promoted through your channels, it carries the credibility and trust of your brand.
Audience and reach
You know who's attending, when they registered, and how they engage. The reach and awareness you already have around the event propels the message far and wide to exhibitors and delegates.
Every booking benefits your event
More attendees booking through EventBeds™ means better hotel data, stronger future contracting, and a more seamless experience for everyone at your event.
Effortless marketing integration
No new channels or extra budget needed. The tools you already use are more than enough to make accommodation a seamless part of your event.
Why it matters
Effective marketing drives bookings.
The ideal marketing strategy should consider these four key areas:
- 01Discoverability and user journey
- 02On-page SEO and content of the accommodation page
- 03Technical optimisation of the widget
- 04Outbound promotion and omnichannel marketing
Optimising your website presence
Building your dedicated accommodation page
Link to your booking platform
Create a dedicated accommodation page and link out to your EventBeds™ booking platform so visitors can secure event-exclusive rates.
SEO-optimised headings and copy
Incorporate EventBeds™ SEO-optimised copy for your event, targeting search terms around the event.
A clean, dedicated hotel URL
E.g. yourevent.com/book-your-hotel or yourevent.com/hotels — easy to link to across every channel you use.
Example page wording
Use these copy-and-paste blocks on your dedicated accommodation page, then place your booking link underneath.
Headline & intro
Book your hotel for [Event Name] We've partnered with EventBeds™ to bring you exclusive rates on hotels near [Venue/City]. Whether you're exhibiting or attending, secure your stay early and save up to 30% on accommodation.
Why book through us
Why book through EventBeds™? ✓ Exclusive event rates not available to the public ✓ Hotels close to the venue and transport links ✓ Simple, secure booking in seconds ✓ Dedicated support for exhibitors and groups
Call to action
Ready to reserve your room? Click below to see the best available hotels for [Event Name]. Rooms fill up fast — book early to secure your preferred stay.
Your booking platform link
Paste your EventBeds™ booking URL below to see the customer-facing CTA.
Registration flow
Why capturing interest at the right moment matters.
Post-registration is the opportune moment to heighten attention, drive hotel bookings and capture data for marketing.
Essential post-registration touchpoints
- Ticket confirmation page (immediate redirect opportunity)
- Pop-up on the registration page linking to accommodation
- Confirmation email with accommodation link
- Ticketing portal / attendee login area
- Calendar invite sent in the confirmation email
Marketing opt-ins
Adding a marketing opt-in field to exhibitor and attendee registration forms enables EventBeds™ to contact them directly with:
- Exclusive early-bird rates
- Event-specific hotel offers
- Group booking information
Navigation, footer and app
- Add clear wording such as 'Book Your Hotel' or 'Accommodation' to your main navigation, under 'Visit' or 'Plan Your Stay'.
- Include it in your page footer too — 'Hotels' or 'Accommodation' is enough.
- A single linkable URL makes promotion across all channels effortless.
FAQs and chatbot
- Add an accommodation-focused FAQ to your website. We can provide the copy and embed link.
- Include an accommodation link in any homepage pop-up or chatbot.
- Link the FAQ directly to your accommodation page for seamless navigation.
Email campaigns
The email schedule that drives bookings.
Increasing touchpoints through email is often the most effective driver of widget bookings. This is the optimal campaign schedule to increase traffic and bookings.
- On registration
Exhibitor registration confirmation
Include the hotel widget link and supporting copy in the confirmation email to incentivise early bookings.
- On registration
Attendee registration confirmation
Include the same link in any attendee registration confirmation email.
- Anytime
Accommodation-specific email
One email focused solely on accommodation to create an 'exclusive early access' feel. We can add hotel spotlights and event-specific detail.
- 3 months out
Exhibitor 'Plan Before You Go'
Sent to exhibitors to prompt them about the event and to consider their accommodation booking.
- 2 months out
Attendee 'Plan Before You Go'
Sent to attendees to prompt them around planning their trip.
- 1 month out
One month to go
A dedicated 'Have you booked your hotel?' email to attendees and exhibitors.
- 2 weeks out
Two weeks to go
Penultimate email promoting the final few rooms left before the event begins.
- 7 days out
Final email
'Last chance to book' messaging on the last remaining rooms.
Reaching your attendees
Omnichannel promotion, supported by us.
Social media
We collaborate with your marketing team on LinkedIn, Instagram, Meta and X — co-branded assets, tailored messaging and campaign schedules to maximise bookings.
Email campaigns
Co-ordinated campaigns with messaging that speaks to attendees' hotel needs, plus informational content such as shortform blogs on things to do in the city.
SMS & WhatsApp
From 4-6 weeks out, SMS or WhatsApp campaigns highlight the benefits of booking via the EventBeds™ widget. We help refine messaging and delivery schedules.
Exhibitors
Exhibitors book in groups. Make it seamless for them.
Exhibitors are the key booking group for accommodation at any event. As multiple team members travel, a well-timed nudge through the right channel can convert a single contact into a group booking — driving more commission for you and a better experience for them.
Exhibitor portal & manual
A well-optimised accommodation section in your portal and manual keeps hotel bookings front of mind at exactly the right moment.
Sales team introductions
We work with your sales team on email introductions, building connections with exhibitors as your trusted accommodation provider.
Post-registration emails
Once an exhibitor signs up they're in planning mode. A dedicated email on group booking options reaches them while the event is top of mind.
Registration confirmation flow
An accommodation link or banner in the confirmation email creates a natural booking flow at the high-intent stage.
Digital assets
Download the marketing toolkit.
Everything you need to start promoting accommodation — logos, banners, social tiles and copy templates. These are generic, so any organiser or venue can use them straight away.
Shared asset folder
Logos, banners, social tiles and copy templates — generic and ready for any event. Download what you need for your marketing.
Partner resource link — coming soon
Opening the folder…
Your marketing checklist
Everything in one place.
Start here
Website
Registration & confirmation
Exhibitors
Social & messaging
Your progress is saved automatically on this device and browser — no sign-in needed. Come back any time and your ticks will still be here.
Get in touch
Let's elevate the event experience together.
We're here to help you drive bookings and increase commission through collaborative marketing campaigns that make hotel accommodation effortless for your attendees.
liam.thornton@nubreedgroup.com