Streamline your hotel rooming list management with Vai Travel! We will generate rooming lists from air and rail tickets booked through us, ensuring a hassle-free experience for your travelers. Participants booking independently or without the need for an air/rail ticket can also be added to the rooming list by contacting us directly. This efficient process not only simplifies your workflow but also reduces the risk of attrition.

An overview of respective responsibilities is below. For additional details, please contact us at RoomBlock@VaiTravel.com

• NASEM is responsible for:
  • providing a copy of the hotel contract/agreement to Vai
  • providing a complete list of authorized travelers with updates, as needed to Vai
  • contacting travelers who plan to attend but have not contacted Vai and/or those who have booked air/rail outside of Vai or are driving
  • all communications with the hotel (e.g., room block changes, rooming list submission and updates, last minute changes, etc.)
  • distributing hotel confirmation details to attendees
• Vai is responsible for:
  • Maintaining the rooming list and pick-up report and sharing a link with the travel coordinator (TC) so that they have access to the rooming list in real time
  • Proactively contacting the TC prior to key dates outlined in the hotel agreement and/or when the pick-up is at a level where additional rooms may be required
  • Reviewing the confirmed rooming list from the hotel to ensure accuracy
• Vai will charge $5 per person to maintain the rooming list. Rooming list changes that occur after the rooming list is submitted to the hotel will incur a second $5 fee.
  • TC will provide the unit’s pcard for hotel rooming list charges