Hotel Reservation Policies:

Read carefully below for cancellation penalty deadlines, hotel payment policies, reservation agreements, and wait list information.


Hotel Reservation Policies:

Penalties, Taxes, & Rates

 

Hotel Cancellation Penalties

All hotels charge penalties for no-shows and cancellations within 7 to 14 days prior to your scheduled arrival date. The cancellation penalty period is specific to the hotel you reserve. Most penalties are equivalent to a 1 or 2 nights stay. The penalty period is listed in the reservation agreement section of your reservation confirmation email and in the “room details” section of the booking process.

SXSW 28 Day Late Cancellation Penalty

There is never a fee to book with SXSW Housing & Travel. We know plans change so there are no penalties to cancel until 28 days prior to your arrival. SXSW Housing & Travel charges a $50 processing penalty to the credit card on file for each reservation that is canceled or reduced in length of stay within 28 days of scheduled check-in. This is in addition to cancellation penalties charged by the hotel.

Early Departure

Some hotels charge a penalty for checking out before your scheduled departure date. Avoid penalties by changing your checkout date prior to checking in with the hotel. These penalties are also outlined under the reservation agreement section of your reservation confirmation email.

Rates & Tax

SXSW EDU conference rates are only available to confirmed SXSW EDU attendees who book through SXSW Housing & Travel. Room rates are USD per night and may increase based on additional guests in the room. Rates do not include occupancy tax (currently 15%) or personal incidental charges.

Some hotels also add a “State Cost – 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 Texas Comptroller’s office has more information if you are curious about this charge on your bill.

Payment & Deposits

 

Credit Card Guarantee

A valid credit card is required to make a reservation but is not charged at the time of booking. It is simply used to secure your reservation. Most hotels charge an advance deposit to the credit card when they receive our reservations in mid to late February. Other hotels check the credit card’s creditworthiness and hold it as a guarantee of payment.

If you need to change the credit card number on file you must provide that number to SXSW Housing & Travel no later than February 9. After this deadline, we cannot guarantee that the new credit card information will be updated by the hotel before the deposit is charged.

Payment

Guests are required to present a credit card at check-in for payment of 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 supply a credit card pre-authorization form directly with the hotel before arrival. If you must pre-pay for your hotel room, contact housing@sxswedu.com for more information.

Credit Card Pre-Authorization

Guests may provide their billing information and authorization to the hotel in advance. Most hotels allow guests to pre-authorize room & tax, incidentals or both.

The hotel does not receive reservations made with SXSW Housing until the end of February. When the hotel processes your reservation you will receive another reservation confirmation containing your confirmation number. Once you receive your confirmation number you are able to provide the hotel with the Pre-Authorization form.

SXSW Housing & Travel has collected the pre-authorization forms from most of our hotels check back in February to download a copy of your hotel’s credit card authorization form.

Pre-Payment

While credit card pre-authorization is the recommended method, you may also elect to pay room & tax in advance. Please note that the hotel will still require a card to guarantee incidentals at check-in.

If pre-payment of your hotel reservation is necessary, please contact housing@sxswedu.com for further instruction.

Deposits

Most hotels charge a deposit to the card on file when they receive the SXSW Housing & Travel reservations from us in late February or early March. This information is outlined in the reservation agreement section of your reservation confirmation email.

If you’d like to change the card number on file you must provide that number to SXSW Housing & Travel no later than Feb 9. After the deadline, we cannot guarantee that the new credit card information will be updated by the hotel before the deposit is charged.

You can update your credit card via the link to make changes in your reservation confirmation, your SXSW Social Account, or the same Shopping Cart used to purchase your registration.

Questions? Contact housing@sxswedu.com or call 512-467-7979 and ask for housing.

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