Hotel Information

Fall Conference 2026 Housing FAQs

Before making reservations for NTCA 2026 Fall Conference, please review the most frequently asked questions about hotel accommodations, booking procedures and deadlines. Whether you are a first-time or return attendee, these FAQs will help you navigate the housing process. 

Where is NTCA 2026 Fall Conference? 

Fall Conference will be held at the Gaylord Opryland Resort & Convention Center, 2800 Opryland Drive, Nashville, TN 37214. All conference activities, except off-site special events, will take place at the Gaylord Opryland.  

Beware of False and Fraudulent Housing Claims 

Be aware of fraudulent companies and organizations that will try to present themselves as official partners of NTCA and offer a potential room that might not be guaranteed or available. The only official housing booking site is through NTCA’s housing bureau, Orchid Events. If you are contacted by anyone else, let NTCA know at [email protected]. If you have questions about the authenticity of a company or email, contact [email protected].

When can I make a room reservation? 

If you register for the conference by Monday, June 1, you will receive the hotel reservation link for Fall Conference on Tuesday, June 2, by email.

How do I make a room reservation at the conference hotel? 

All reservations are made through the NTCA housing bureau, Orchid Events ([email protected]). Reservations can be made through the housing link to Orchid’s website, provided by email. The housing link will also appear here on the Fall Conference hotel and travel page Tuesday, June 9.  

What does the room rate include? 

The group room rate is for single or double occupancy. Additional occupants will be charged $20.00 per person. Children 12 years and under are free when occupying the same room as their parents. Applicable taxes will be charged in addition to the room rate.

A resort fee of $20.00 per night will be added to the room rate. This fee covers hotel amenities including: Enhanced wireless internet in guest rooms, daily shuttle service to Gaylord Springs Golf Links, the Inn at Opryland, and local shopping at Opry Mills; daily sunrise yoga/meditation sessions; daily in-room bottled water; access to the fitness center and pool; local and long-distance calls. 

How do I adjust or cancel a hotel reservation? 

Reservation changes or cancellations can be made through Orchid Events until Friday, August 21. Use the booking link to access your reservation and make changes, or contact Orchid Events at [email protected] or (888) 585-7423. After this date, beginning Monday, August 24, changes should be made directly through the hotel by phone at (615) 889-1000.  

If I register for the conference, am I guaranteed a room at the group rate? 

No, registration does not guarantee a room at the group rate. Housing opening is staggered, so those who register by Monday, June 1, will receive the link before those who do not.   

How can I help make sure everyone is able to reserve a room at the group rate? 

You can assist by making reservations only for actual rooms needed. Do not hold extra rooms. Rooms must have a name and dates assigned within fourteen calendar days of creating your block. After this time, rooms without individual names will be released for general sale. Additionally, please do not reserve rooms outside the block directly with the hotel.  

What happens if the hotel block is full? 

Once the hotel block is full, a “waitlist” hotel will become available for reservations. This waitlist hotel is a hold for a room, to be transferred to the conference or overflow hotel once a room becomes available. Please read your confirmation email carefully to ensure you know where you have a reservation. 

How far ahead and after the event does the group room block and rate extend for Fall Conference 2026? 

The room block was designed to accommodate the conference dates. The hotel may extend the group rate up to three days before and after the conference, based on availability. The NTCA housing bureau, Orchid Events, will create a waitlist for shoulder nights and work with the hotel to see if those nights can be accommodated.  

If I book a room at Gaylord Opryland outside the block, can it be moved to the group rate later? 

No, if you book a room at the Gaylord Opryland outside of the official room block, it cannot be transferred into the block at the group rate later. Additionally, booking outside the block limits our ability to request additional rooms at the group rate, as the hotel may appear fully booked. To ensure you receive the group rate and help us manage room availability, please make your reservation within the official room block using the provided reservation link. 

Why do I need to add credit card information to a reservation? 

Reservations are sent directly to the hotel from the housing bureau. Credit cards are required by the hotel to confirm room reservations.  

When will the hotel have my reservation?   

Hotel reservations will be transferred from the housing bureau, Orchid Events, to the Gaylord Opryland on Friday, August 21. After this date, all reservation changes, including modifications and cancellations, must be made directly with the Gaylord Opryland. The hotel’s cancellation policies and applicable fees will apply. 

What bed types are available at Gaylord Opryland? How do I make special requests for accessibility needs, a room type, bed type, etc.? 

The hotel offers one-king and two-queen room types. Room type requests, including accessibility needs, can be made through the reservation link on the “Guest Information” page in the “Requests” section.

Can I reserve an additional room for family or friends? 

The NTCA group block is only able to accommodate conference attendees at the group rate. 

Can I collect hotel rewards points when booking through the group block? 

If you are self-paying for your reservation, you can collect reward points. Please add your Marriott Bonvoy number to the reward number account field when booking your reservation.  

Orchid Events will send final confirmation emails with Marriott confirmation numbers after Monday, August 24. Once you receive your Marriott confirmation number, you may add the reservation to your Marriott Bonvoy app. 

Is there a fee if I cancel reservations late or am unable to attend due to travel issues? 

Gaylord Opryland will charge a one-night hotel stay charge if you cancel a reservation within 72 hours (3 days) of your arrival date. If verification of a personal or medical emergency is provided to the hotel, no cancellation fee will be charged. If your travel plans change or your flight is canceled or delayed, notify the hotel reservation department by phone at (615) 889-1000. Cancellations or changes to reservations through Friday, August 21, should be made directly with Orchid events at [email protected] or (615) 889-1000.  

Who do I contact if I still have questions? 

Send an email to [email protected], or call NTCA at (703) 351-2118