FREQUENTLY ASKED QUESTIONS
BOOKING MY RESERVATIONS
How do I book my hotel reservations?
IMPORTANT NOTE: After May 10, 2023, ALL new, changing or cancelling reservations must be done by contacting your hotel of choice. National Beta Club's online housing portal has now closed and has provided all reservation information to each respective hotel.
Do attendees have to book at these hotels?
It is recommended that you book at the hotels as the National Beta Club has established preferred room rates for the convention.
How many reservations can I make at one time?
You can make as many reservations as you need in the hotel reservation booking site. Please be sure to review the cancellation and changes policies before booking. We highly recommend that you only book the number of hotel rooms you anticipate needing, as each cancellation will incur a fee.
What important dates should I be aware of?
Reservation Deadline: May 10, 2023
Cancellation Deadline: April 26, 2023. Reservations cancelled on or before April 26, 2023 will incur a $10 cancellation fee for each room reservation cancelled.
Cancellations after April 27, 2023: Reservations cancelled on or after April 27, 2023 will be charged in the amount of one (1) night room and tax at your selected hotel. Cancellation fees will be charged for each reservation. See full cancellation policy here.
IMPORTANT: Each reservation that you confirm through the reservation booking site is equal to one hotel room. Should the changes to your reservations include reducing the number of reservations (rooms) you originally booked, each will be counted as a cancellation.
Example: You made 10 reservations (rooms) through the reservation booking site, but now only need 8 reservations (rooms). You will be charged cancellation fees for 2 reservations.
HOTEL INFORMATION
Where I can learn more about each hotel?
Click here to read details about each hotel available for booking.
SUPPORT
I have a question not answered in the FAQ. How can I contact support?
You can email registration@hybridgroupevents.com if you have any questions. Support hours are 8:00 AM - 4:00 PM central time zone, Monday - Friday (less holidays). You will receive a response 24-48 business hours after receipt of your inquiry.
I have a general question about the convention. Who can I contact?
Please reach out to convention@betaclub.org.
Where can I find other information about National Beta Club?
You can learn more information here.
BILLING AND PAYMENTS
Will my credit card be charged at the time of reservation?
Prior to May 10th, your credit card will not be charged for your reservation. However, cancelled reservations will incur a charge. Please see the cancellation and change policies here.
Subject to the deposit terms of your chosen hotel, hotels may collect a reservation deposit on your reservation data after May 10, 2023.
If the hotel charges me a deposit and I cancel, will I receive a refund?
In most cases no refunds will be granted by hotels after deposits are received, subject to the individual cancellation policy of each hotel.
Will the hotel accept check? If so, how do I submit my check for my reservation?
The hotel you select will receive the credit card information entered during your reservation. Depending on the specific hotel's policy, they will either charge a deposit in the amount of 1-night room and tax or simply use your credit card to guarantee the reservation. You may call the hotel directly after May 29 if you wish to make alternate arrangements to the payment method on file for your reservation. We will release the contact information for each hotel's billing desk on May 29.
My school is tax-exempt. What do I need to do to submit my forms?
You may call the hotel directly after May 29 if you wish to confirm your tax-exempt forms. We will release the contact information for each hotel's billing desk on May 29.
Can I pay for all hotel reservation in advance of arrival?
The hotel you select will receive the credit card information entered during your reservation. Depending on the specific hotel's policy, they will either charge a deposit in the amount of 1-night room and tax or simply use your credit card to guarantee the reservation. You may call the hotel directly after May 29 if you wish to make alternate arrangements to the payment method on file for your reservation. We will release the contact information for each hotel's billing desk on May 29. Pricing and tax is subject to change per the hotel policies. Attendees should ensure they confirm with the hotel all pricing for hotel rooms and any ancillary charges.
Will I need to provide a credit card at the time of arrival for incidental charges?
No incidentals will be charged to the hotel room. Everything will be purchased a la carte.