A credit card is required to hold a reservation in your name.  The credit card will not be charged at the time of reservation but will be used to enforce cancellation fees, if applicable. After housing closes, your card information will be provided to the hotels for any applicable deposits and cancellation or no-show penalties.

Final Payment by Credit Card on File:

• If you are using the credit card you used to book the hotel reservation and you will have the credit card in your possession when you check-in, nothing else needs to be done.

Final Payment by Credit Card not in your possession:

•  If you are paying the final payment with a credit card not in your possession, you will need to request a credit card authorization form for your confirmed hotel by emailing BETA@orchid.events. Complete the form with the requested information and return to your confirmed hotel by June 1, 2025. If the hotel does not receive the authorization form prior to June 1, 2025, you will need to provide a valid credit card in your possession at check-in.

By Check:

• Checks must be mailed to arrive at your confirmed hotel prior to June 1, 2025 to allow time for the check to clear.
• If the hotel receives the check after June 1, 2025, then a credit card will need to be provided at check-in. Once the check clears, you can initiate a request for reimbursement with the hotel to the credit card charged.
• Please include your reservation confirmation numbers, attendee names, and arrival date with your check payment to ensure the check is applied to the reservation(s). Retain a copy of your check for your records.
• The check should be mailed directly to your confirmed hotel Housing payments sent to National BETA Club or Orchid Events will be returned to sender.
• If your school requires the hotel to be listed as a vendor, please email BETA@orchid.events to get the hotel’s W9.
• Hotels cannot and will not accept a check as a form of payment upon check-in.

If you need to book more than 25 rooms, you’ll need to complete two separate booking sessions.

We ask that you do not contact your chosen hotel directly “to be sure” until after June 19, 2025. Please understand that processing your reservations from Orchid Events into the hotel system will take a few days. Rest assured that if you have received a master acknowledgement or confirmation number already from Orchid Events, the hotel will honor your booking. Thank you for your consideration.

This number depends on the number of rooms you’ve booked, you’ll either see multiple confirmation numbers or one master acknowledgement number. This is the number or numbers you’ll need when registering for National Convention to receive the Stay to Save rate. If you booked 4 or less rooms, you’ll receive one confirmation number per room. If you booked 5 or more rooms, you’ll receive one master acknowledgement number for all rooms.

Extra hotel reservations cannot be transferred to another club or person.

Please email BETA@orchid.events for further assistance. Orchid will convey the right accessibility requestions to the hotel.

No, all reservations must be made through the online booking link: https://book.passkey.com/go/BETA25ORLANDO

Individuals making room reservations for multiple schools need to book separately for each school.

If you plan to have families book rooms on their own, they’ll need to provide you with their individual confirmation numbers prior to your convention registration. We suggest setting up an online form (Google Forms work great) where families can submit their numbers.

This number will be listed on your confirmation screen at the time of booking but will also be emailed to you. The confirmation will come from info@cvent.com. Room reservations are not finalized unless an acknowledgement number is received.

To update your reservation, visit the booking page and click Manage Existing Reservation. You’ll need your confirmation or acknowledgement number as well as the email address of the individual who made the reservation.

The official room block for our convention is June 22 through July 3. Most room availablity begins on those dates with limited availability for shoulder nights on June 20-21. If you’d like to extend your stay before or after your convention starts, you’ll need to book directly with the hotel outside of our room block for those dates.