The Second room release will be Monday January 20th at Noon Pacific Time.My apologies for the late notice (and this is long but please read through) – it’s crunch time and the cut-off date for our contracted rate (the date after which our rate will not be available in any way, shape or form) is January 29th. After January 29th, if you have a reservation and you cannot attend, it is BEST to find someone to transfer a reservation to as that preserves the rate – if you cancel your room it goes back to the hotel and they get to charge whatever they want for it. It does NOT go back to the PCon block as that block no longer exists
On Monday 1/20, nights available to book should include Thursday 2/13/20 through Sunday 2/16/20 and could include a few Monday nights. I am currently waiting on the report that will tell me exactly what will be available. We might be out of Thursday and/or Monday nights, but don’t know for sure yet. I will update once I know for sure.
If you would like (or need) and cannot get Thursday or Monday night please forward your reservation confirmation to firstname.lastname@example.org and I will keep a list and see what I can do for you in the near future. Please remember that when you enter your desired dates, and if those dates include a sold out date, you will not get a search result – their system looks at the ENTIRE date window you enter. It may be better to skip searching for a Thursday night even if there are some released, because once they are gone searching for them will slow down your booking. The largest blocks of rooms are on Friday and Saturday.Additionally, I triple checked with our event manager at the hotel – there is no special hotel URL or web page link to use, no matter what central reservations says (that is not an uncommon thing for some events, there just is NOT one for our event due to how the room block is managed). Please remember that many times the folks at central reservations are speaking from their general experience and making an an educated guess about an issue – and when they talk about these things you guys get upset because you perceive them to be the experts – which makes sense – but they are not the experts on our event – and in the end they are not actually helping, but hurting. And their guesses most often have little to nothing to do with our specific event, but other events in general.
The rest of this post is the same as in the past – yes the code is the same, no we don’t know why it does not always work, no the other codes from years past should not work, and no we don’t know why they do.
According to the hotel, rooms may be booked one of two ways utilizing our group code of CDTPTC for 2020 :
1. By calling Hilton Central Reservations at 800-222-87332. By going online to doubletreebyhilton.com. I strongly suggest going there early, locating the page for OUR hotel and bookmarking it for easiest access.
The hotel continues to request that they not be called directly, as they have stated that they will not be taking or making reservations. Thus I would strongly suggest not flooding the hotel with calls and crashing their phone system (and this is neither the time nor the place to get into how the hotel should update the system). Even if you call Central Reservations and have a problem, and they suggest you call the hotel, PLEASE do not. The hotel STILL cannot help you, because of how our room block is allocated and processed. Which ALSO means that at first glance it may appear to the registration agent that there are no rooms open when there are, because of HOW they are blocked for us.
Believe it or not, there are some folks who have told me that they don’t care what the instructions are as they believe that following the instructions lost them a hotel room last time, and that they will be calling the hotel first to “ensure” that they get a room. My response to that is to PLEASE remember the following three things:
1. There are FAR more people wanting rooms than there are rooms in the entire hotel, let alone how many are contracted to our group or released for general booking by attendees (there are upwards of 2,000 people in attendance at PantheaCon and 505 rooms in the hotel, which we DO NOT get all of);
2. That as impossible as it may seem, ALL the released rooms really DO get booked up in 5 minutes or less (it’s been as quick as 3 minutes); AND
3. That following the directions perfectly has not ever, nor does it ever, guarantee anyone a room.
I wish you all the best luck on Monday 1/20 in getting a room in the principal hotel and encourage you to book at nearby hotels if necessary as backup (some of which include breakfast in their rates). The PantheaCon website has a list of other hotels in the area.
May The Odds Be Ever In Your Favor and Feel Free to share far and wide.