Sharing Public Transportation Information for Your Event

Here is some information regarding public transportation that you may consider sharing with event participants:

• Major airports near your venue
• Driving directions for local participants
• Hotel shuttle availability
• Ground transportation - bus, taxi, train, subway, or ferry service
• Rideshare options (e.g., Uber, Lyft)
• Timetables
• Pricing
• Ticketing
• Peak hours
• Safety information
• Real-time updates on significant disruptions

Attrition Strategies

• Historical data – Obtain historical performance data if available. In addition to aggregated guestroom pick-up reports, pace reports indicate pickup on a weekly basis. The previous host hotels may be able to provide you with the data if it's not in your records. 
• Location – When selecting a property, consider the number of additional hotels in the vicinity. Other hotels within walking distance may attract delegates due to brand, reward programs, or lower rates. These factors should be considered when calculating your guest room block commitment in your contract. 
• Contract negotiations – If possible, avoid signing a contract that includes an attrition clause. When one is required, ask the hotel to let you make future adjustments to the guestroom block. Most hotels will allow reductions of 15 to 20 percent. 
• Review pre-arrival block periodically – Proactively monitor and adjust your room block. Regularly review and communicate with delegates via targeted personal email reminders to ensure they are booking within the block. If you anticipate attrition, consider releasing rooms back to the hotel before the reservation cut-off date so they can sell them, minimizing the financial impact on your event. 
• Post-event audit – Ask the hotel to do a post-event audit where they cross-reference your delegate list with their reservations. Most hotels will provide you with credit for delegate rooms booked outside the guestroom block. They may also include guestrooms picked up before and after the contracted guestroom block dates.

If you are found liable for attrition damages, consider the following:



• Never pay damages before carefully confirming that the hotel occupancy data matches your own figures.
• Ensure you are not charged attrition fees for contracted guestrooms the hotel has resold after the balance of their inventory has been diminished.
• Ask that any attrition payments be credited towards future events you may hold at that hotel.
• Ask MCE to review and collaborate on potential additional remediation strategies that may be possible to further reduce the attrition fee.

As a Digital Content and Marketing Specialist, Kathleen supports content development for IEEE MCE’s digital presence, communications, and promotions. This is accomplished through copywriting, visual and business presentation development, editing of monthly communications, web presence, and digital assets. With this, she can help support MCE in giving the best tips and practices to conference organizers. 

Kathleen started working with IEEE in June 2023. Before working with IEEE, she was a Digital Marketing Manager in the healthcare industry, responsible for digital presence and marketing communications for the organization. She graduated from Rutgers University and was able to find opportunities in social media management and digital marketing internships while she was finishing her undergrad. She now has five years of experience in the marketing field and finds that the marketing industry helps her follow her passion for creativity while still challenging her in a way that pushes professional growth.

In her free time, she enjoys using her marketing knowledge to help small local businesses create marketing strategies and practices website design and development.

Recent Collaborations

The MCE team has experience producing IEEE events of varying sizes, formats, and objectives. Here are just a few recent examples of the team’s collaborations. 

• 2024 IEEE Convene
• IEEE AI Employee Day
• IEEE Foundation/IEEE History Center Lecture Series
• IEEE Technical Activities Climate Change Program: Wildfire Webinar Series

Customized Services for Your Event

MCE provides a range of event production services to meet your needs. The team will work with you to customize the approach based on your conference size, attendees, number of authors, presenters, posters, and sponsors. 

• Designing In-Person and Digital Events
• Engaging Your Audience
• Connecting Your Program to Your Show Floor
• Creating Memorable Event Moments
• Event Strategies and Execution
• Event 360 Designs
• Event Production
• Speaker Acquisition
• Conference Legacy Strategies

In addition to all those benefits, PC/NAMETAG® also offers:

• Price Match Guarantee
• 60-day, no-hassle return policy
• 1,200 (and growing!) Green Products
• FREE samples