Frequently Asked Questions

How do I make a reservation?

To make a reservation, use the link provided to you by your event, or visit www.visitknoxville.com/housing and click on the name of your event. Once on your event's reservation site, simply enter your desired check-in and check-out dates and the number of rooms you need in the search engine, as pictured below.

Can I book with the hotel directly instead of booking through Visit Knoxville?

No, the discounted rate  for your event is only available to those who book through Visit Knoxville Housing. Please do not call the hotel directly for the event rate.

I have a special request for the hotel.

There is a "Special Requests" section during the reservation process. Please list any special requests in this section.

If you have a major special request that would make or break your stay, please also email Visit Knoxville Housing to let us know! Most major special requests can be confirmed ahead of time (handicap room, pet friendly room, etc.).

Other requests (adjoining rooms, floor requests, room with a view, etc.) cannot be confirmed until arrival, as they are first come first served requests to be handled by the hotel at check-in.

How far away is my Hotel from the event venue?

To view a map of the event location and Hotel locations, change your "Hotel Options" view from "List" view to "Map" view, which can be found on the top right of the hotel options page.

This view will show you the event location(s) (orange), available hotels (green), and unavailable hotels (red). This view will include distances and additional information once they are clicked on.

I want to check-in or check-out on an earlier or later date than the reservation site will let me.

The reservation website only includes the dates contracted by the event. If you need to extend your dates beyond the designated event dates, please write the actual preferred check-in and check-out dates that you need in the "Special Requests" section of the reservation process. Then - and this is important - also email your needed dates to Visit Knoxville Housing.

While these nights are not guaranteed, hotels are typically able to accommodate, and Visit Knoxville Housing will work to confirm availability for your extra dates. 

I want a different room type than is currently available.

While the Hotel can only guarantee the room type that is listed, if you would prefer a different room type (different bedding, suite, etc.) please feel free to make a request in the "Special Requests" section. 

If you are requesting a suite, please note that there will almost certainly be an upcharge. Please email this request to Visit Knoxville Housing and we will work with the hotel to confirm availability and rates for such requests and will communicate with you regarding options.

What is a "Run of House" or "Standard" room?

"Run of House" or "Standard Room" means that the hotel is not guaranteeing a bedding type ahead of time. This room will be a standard king or double/queen room. If you have a specific room type preference, please list it in the "Special Requests" section. Some hotels are able to confirm the room type prior to check-in, while others will not guarantee a specific room until you arrive. If you have a pressing need for a specific room type that would make or break your stay, please email vkhousing@knoxville.org and we will check to see if the hotel can confirm your needs. 

Can I earn hotel loyalty points?

Usually! When you make a reservation, there will be a field asking for your Hotel Loyalty number.

NOTE: You will not see your reservation listed on your loyalty account until 1-2 weeks prior to check-in.

What is a team block/sub-block?

A team block/sub-block is a block of rooms held exclusively for your group at the hotel of your choice. This means we hold rooms for your group and provide a custom booking link for each individual to book a room within your block. Blocks are usually held for approximately two weeks or so.

How do I set up a team block/sub-block?

If your event offers sub-blocks, you will see instructions/a link for requesting a sub-block on your booking site. Simply click/follow the steps listed.

If your site does not have this link, your event does not have sub-block access.

I have a custom booking link and I'm trying to book inside of my sub-block, but it shows that no rooms are available.

If no rooms are showing as available, please email us to let us know. Your block may be sold out, but we still may be able to assist!

I missed the deadline to book inside of my sub-block.

If your sub-block is no longer open but the cut-off date for the event hasn't passed, you can still book at any other available hotel within the main block.

Will my credit card be when I book?

No, your credit card will not be immediately charged. All transactions will be managed by the Hotel, not by Visit Knoxville Housing. 

For most events and most hotels, you will be charged at check-in. Every hotel reserves the right to "pre-authorize" your credit card prior to arrival, however. This is a temporary, refundable charge that a hotel will process in order to make sure your credit card is valid.

If your card will be charged prior to check-in, that information will be listed in the "room reservation agreement" at the time of booking and in your reservation email. Unless otherwise clearly listed during the booking process or under the "room reservation agreement," your credit card will not be charged until check-in (other than a potential standard pre-authorization).

Will cancelling or changing my reservation affect my payment?

Please see the cancellation policy listed in your "room reservation agreement," which is found in your booking email from Visit Knoxville Housing.

If you cancel your stay or shortern your stay after the listed cancellation policy date, the card on file will be the card charged by the Hotel. If you cancel prior to your Hotel's cancellation deadline, you will not be charged.

If you do not show up on the date of your check-in, your reservation will automatically be cancelled and you will be charged a no show cancellation fee.

Can I pay using hotel points?

No, points cannot be used to pay for your hotel room. 

What do I do if I am tax exempt?

If you are tax-exempt in the state of Tennessee, please indicate this in the "Special Requests" section and email a copy of your tax exempt form to Visit Knoxville Housing for further instruction.

Can I get a military, AARP, AAA, or other discount for my room?

Beause these hotel rates are already discounted for your group, additional discounts cannot be added. It never hurts to ask the hotel when you arrive, but we cannot guarantee any additional discounts.

 I booked my room. Now what?

After you have booked your room, you will receive a reservation email with your reservation information. This email will come from vkhousing@knoxville.org, and will say "Reservation Booked" in the subject line.

Once you have submitted your reservation, Visit Knoxville Housing will hold and manage your reservation. You will receive your hotel confirmation number via email one to two weeks prior to your event.

I did not receive a reservation email after I submitted a reservation.

If you did not receive a reservation email from vkhousing@knoxville.org, please shoot us an email or give us a call to let us know. We'll want to check to make sure that you finished submitting your reservation and that your email address was entered correctly. Though super rare, it doesn't hurt to check your spam folder, as some email accounts have stricter security than others!

Why can't I receive a confirmation number right away?

Your reservation is part of a contracted, discounted group block for the event. The hotel will receive your reservation via rooming list one week before the event and will process your reservation at that time. Don't worry - you WILL receive a confirmation email no later than one week before the event!

I called the hotel and they didn't have my reservation.

Reservations are managed by Visit Knoxville Housing until one week prior to the event. The hotel will not have record of your reservation until this time, so please contact Visit Knoxville Housing with any reservation needs or questions.

How do I cancel my reservation?

To cancel your reservation, please open your reservation email from vkhousing@knoxville.org. Scroll down and you will see a "Request for Change" button, along with a URL. Click on this button. (If you don't see this button, please make sure you have images downloaded, OR simply click on the URL).

You will see a red cancellation button. Click on the CANCEL ROOM button and follow the steps to submit.

We do not accept cancellation requests via email or phone.

How do I make a change to my reservation dates, payment method, guest names, etc?

To make a change to your reservation, please open your reservation email from vkhousing@knoxville.org. Scroll down and you will see a "Request for Change" button, along with a URL. Click on this button or link. (If you don't see this button, please make sure you have images downloaded, OR simply click on the URL).

Follow the steps to make a change request.

We do not accept change requests via email or phone.

Change and Cancellation Deadlines

There are two deadlines for changes: the Visit Knoxville Housing System deadline and the Hotel's policy deadline.

You can make a change through Visit Knoxville Housing until one week prior to check-in. Once this deadline passes, you will be redirected to the Hotel for changes. 

Hotel Change Deadline - this is the cancellation policy listed in your "room reservation agreement" by the Hotel.

Basically, changes needed prior to the Visit Knoxville Housing change deadline should go through us here at Visit Knoxville Housing. After that date, you'll need to contact the Hotel.

I have a question regarding event schedules, parking, locations, registration, etc.

Visit Knoxville Housing is only able to assist with quesitons directly relating to hotels for the event. Any questions that are not specifically about hotel blocks should be directed to the event director, as Visit Knoxville Housing is independent of all event logistics outside of hotel accommodations.

*Please note that Visit Knoxville Housing can only assist with questions in regard to HOTEL BLOCK information. Any EVENT questions should be sent to the event director, not Visit Knoxville Housing.

Website: www.visitknoxville.com/housing

Email: VKhousing@Knoxville.org

Phone: (865) 342-9191

Business Hours: Monday - Friday, 8:30 AM - 5:00 PM Eastern Time 

Reservations are open online 24/7. To make a reservation, CLICK HERE.