Reservation Policies

Who Can Book:

Confirmed SXSWedu conference registrants (badge-holders). Registrants include Speakers, Press, Sales/Trade Clients, Sponsors, and Media Partners. See the hotels page for instructions on how to request a room.

Reservation Changes:

Changes and cancellations must be made through SXSWedu Housing (not the hotel). This can be done online using the link in your eduSocial account, Shopping Cart, or by email to the housing@sxswedu.com. You can also reply to your SXSWedu Housing confirmation email.

Penalties:

All hotels assess penalties (usually equal to one or two nights) for no-shows or for cancelling within certain time frames (usually 7 to 14 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.

SXSWedu 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 & Taxes:

Special group rates seen here are available only to confirmed SXSWedu attendees who book through the SXSWedu Housing Desk. 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.

Guarantee:

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 “credit worthiness” and hold it as a guarantee of payment. If your credit card on file expires or the number changes before the event, you must notify SXSWedu Housing by phone (512-467-7979) to continue holding the reservation.

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 & Travel 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. Download and fill out the form for your hotel and fax it to the hotel after you receive your confirmation number via email.

Credit Card Authorization Forms

Best Western + Austin City Hotel
Courtyard Marriott-Downtown
Embassy Suites - Downtown
Four Seasons
Hampton Inn & Suites Downtown
Hilton Garden Inn
Holiday Inn - Town Lake

Hyatt Place Downtown
Intercontinental S.F.A.
JW Marriott
La Quinta - Capitol
Omni - Downtown
Radisson Hotel & Suites Downtown
Residence Inn Downtown

Hilton Austin Downtown: These hotels do not offer a CC Authorization Form. When you receive your confirmation number from the hotel, contact them directly. Their phone number will be located in the same email that will contain your confirmation number.

Pre-Payment:

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.

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

Deposit:

Some hotels will charge a deposit (as shown on their amenities and policies page and in your email confirmation) to the card on file. In February, SXSWedu will pass along to the hotels the credit card number that you provided and it will be charged in late February or early March. If you’d like to change the card number on file you must provide that number to SXSWedu no later than Feb 10th. After that we cannot guarantee that the card will be passed along to the hotel before the deposit is charged.

The hotel’s deposit and cancellation policy will be listed in the amenities section under room cancellation policy and in your confirmation email.

*SXSWedu reserves the right in its sole discretion, at any time, to cancel hotel reservations made through SXSWedu Housing. SXSWedu will not be responsible for any penalty, fee, loss, or expense that might result from such action.