Please note when requesting a room through SXSW Housing that it is not a confirmed reservation until SXSW emails confirmation to the registrant. The confirmation should be read carefully for important policies, procedures and penalties. SXSW reserves the right in its sole discretion, at any time, to cancel hotel reservations made through SXSW Housing. SXSW will not be responsible for any penalty, fee, loss, or expense that might result from such action.
SXSW reserves the right in its sole discretion, at any time, to cancel hotel reservations made through SXSW Housing. SXSW will not be responsible for any penalty, fee, loss, or expense that might result from such action.
WHO CAN BOOK
Confirmed SXSW Eco conference registrants (badge-holders) and exhibitors. Registrants include Panelists, Press, Sales/Trade Clients, Sponsors, and Media Partners. See the Hotels page for instructions on how to request a room.
Changes and cancellations must be made through SXSW Housing (not the hotel). This can be done online using the link in your hotel confirmation or by email to the Housing Department (you can also hit reply to your SXSW Eco Housing confirmation email).
All hotels assess penalties (usually equal to one or two nights) for no-shows or for canceling within certain time frames (usually 3 to 7 days before scheduled arrival). Many assess penalties ($50 - $200) for checkouts before scheduled checkout date as shown on their amenities and policies page. See your email confirmation for details. SXSW will charge a $50 processing fee to the credit card on file for each reservation that is cancelled or reduced in length of stay within 28 days of scheduled check-in. (This is in addition to cancellation fees charge by the hotel per their stated policy on your confirmation).
RATES & TAX
Special group rates seen here are available only to confirmed SXSW Eco attendees who book through the SXSW Housing Department. Room rates are US$ per night and may increase based on additional guests in the room. Rates do not include occupancy tax (currently 15%) or personal charges.
Recently we've noticed an increase in the number of hotels adding a "state tax recovery fee" of less than 1% to the total bill. This is an optional fee that some businesses in Texas can charge to offset their franchise taxes but this is not a local tax. The Comptroller's office has more information if you are curious about this charge on your bill.
A valid credit card is required to make a reservation. Some hotels charge an advance deposit to the credit card (see the Deposit section below). Other hotels check the card's creditworthiness and hold it as a guarantee of payment. If your credit card on file expires or the number changes before the event, you must use the link in your hotel confirmation to make that change or notify SXSW Housing by phone (512-467-7979) to continue holding the reservation.
Payment & Deposit Information
At check-in, each guest is responsible for knowing the method of payment for room, tax, and incidental charges. Guests will be asked for a credit card (or sufficient cash deposit) to pay for room, tax, and incidental charges.
If you will be traveling without the credit card to be charged or the credit card is not in your own name, you must arrange payment directly with the hotel before arrival. Your choices are pre-authorization (card holder provides in advance the payment info and authorizes what charges may be applied to their card) or pre-payment (payment of room & tax in advance). See below for details.
Guests may provide their billing information and authorization to the hotel in advance. The hotel will generally allow guests to pre-authorize room & tax or incidentals or both.
SXSW hotel guests can arrange pre-authorization or pre-payment for their hotel stay once they’ve received their confirmation from the hotel, usually within two weeks prior to arrival, (after SXSW Eco Housing has sent your hotel reservation to the hotel). Guests may provide the billing information and authorization to the hotel in advance. Hotels will generally allow guests to pre-authorize room & tax or incidental charges or both. This is necessary if you will not be traveling with the form of payment you’d like to use.
Hotel Credit Card Authorization Forms:
You may elect to pay room & tax in advance. Please note that the hotel will still require a card to guarantee incidentals at check-in. The hotel will need to have your reservation in their system with a confirmation number assigned before they can accept your advance payment. Your hotel will have your reservation within about 2 weeks of the event. Please see your confirmation email for your hotel’s phone number and contact them in late September or early October for pre-payment instructions.
Some hotels will charge a deposit (as shown on their amenities and policies page and in your email confirmation) to the card on file. Check your confirmation carefully for details. In September, SXSW Eco will pass along to the hotels the credit card number that you provided and it will be charged in late September or early October.
If you'd like to change the card number on file, you must use the link in your confirmation email to update the guarantee no later than Sept 23rd (Sept 16th for Four Seasons). After that we cannot guarantee that the card will be passed along to the hotel before the deposit is charged.