Climate Week NYC runs September 20-27, 2026. Climate Group organizes the week with the UN General Assembly, and the official calendar lists sessions, panels and roundtables across the city. Climate Group reports more than 100,000 attendees across the week each year. The Hub Live runs Monday 21 and Tuesday 22 September with three plenary sessions, dozens of breakouts and side events in one venue.
Three decisions set the week: the hotel, the transit plan and the rota. Take all three before anyone books a flight. The numbers below give the position to negotiate from.
Count room-nights first
Rooms drive the budget. Plan two delegates per room, then count room-nights across the seven nights, from arrival on Sunday 20 September to departure on Sunday 27 September.
- 5 delegates: 3 rooms, 21 room-nights.
- 12 delegates: 6 rooms, 42 room-nights.
- 30 delegates: 15 rooms, 105 room-nights.
The New York State Comptroller reported 84.1 percent citywide hotel occupancy and an average daily room rate of $333.71 for 2025 in its July 2026 report on the city hotel industry. Negotiate against that rate. A 42 room-night block prices at $14,015.82 at the benchmark rate before tax. A 105 room-night block prices at $35,039.55.
Put the whole delegation in one hotel
One property gives you one block rate, one name on the contract and one loading area for the morning departure. A block split across two properties reduces the room count at each, and the room count sets the group rate.
Budget the taxes as separate lines. New York City charges $2.00 per room per day in hotel room occupancy tax on rooms renting at $40 or more, per the NYC Department of Finance. New York State adds a $1.50 per unit per day Hotel Unit Fee. Those fixed charges come to $3.50 per room per night, or $24.50 per room for the week. Sales tax on hotel rooms in New York City is 8.875 percent. Ask the property for a tax-inclusive group rate so the contract carries one number.
Worked at the 2025 citywide average rate, 42 room-nights cost $14,015.82 in rent, $1,243.90 in sales tax and $147.00 in fixed per-room charges, a total of $15,406.72. At 105 room-nights the same lines read $35,039.55, $3,109.76 and $367.50, a total of $38,516.81. Ask for a group rate below the benchmark.
Move the delegation on rail
From JFK, the AirTrain reaches Jamaica and Howard Beach for $8.75 one way. The group fare covers up to five riders: the first rider pays $8.75, each additional rider pays $4.50, and the party caps at $26.75 when every rider taps the same payment method within a five-minute window. Thirty delegates split into six groups of five and pay $160.50 one way. The single fare runs $262.50 for the same headcount. AirTrain fares cap at $43.50 per rider across a rolling 30-day period.
Inside the city, the subway and local bus fare is $3.00. Contactless payment caps subway and local bus spending at $35 in a seven-day period, so the week costs $175 for five delegates and $1,050 for thirty. Express buses run $7.25 a ride and lift the cap to $67.
For rail inside the five boroughs, a CityTicket costs $5.25 off-peak and $7.25 peak. A CityTicket Day Pass costs $14.50 on weekdays and $10.50 at weekends, so three weekday day passes come to $43.50 per person. Groups of 20 or more qualify for LIRR and Metro-North group fares through the railroads' self-service reservation forms. Reserve at least two weeks ahead. Group tickets must be bought at a ticket window, changes need 72 hours notice, and the railroads hold no space on peak trains arriving at New York City terminals before 9:30 a.m.
Route the delegation on rail and subway
A vehicle crossing Manhattan below 60th Street pays the Congestion Relief Zone toll: $9.00 at peak with E-ZPass and $13.50 by mail for a passenger vehicle, charged once a day. A charter bus pays $14.40 at peak. Peak runs 5 a.m. to 9 p.m. Monday to Friday and 9 a.m. to 9 p.m. at weekends. The MTA reports more than 700,000 vehicles entering the Manhattan central business district each weekday, with average Midtown speeds of 4.9 mph. Give the delegation a rail or subway route as the default. Keep any shuttle on a fixed loop between the hotel and one venue.
Write the rota before the week starts
The official events map and calendar carry the week timetable. List the sessions you want covered, then assign two delegates to each session so the notes cover each other and one person can leave for the next one. Give each delegate two or three sessions a day plus one Hub Live plenary. Name one person for the morning departure and one for the return. Post the next day's rota in the group channel each evening.
The budget line your finance team will ask for
The Hub Live ticket costs $1,100 per person. Citywide official events sit on the official calendar and map, and each event sets its own registration. For a 12-person delegation over seven nights, the verified lines are $15,406.72 for rooms and room taxes at the 2025 citywide average rate, $420.00 for transit caps, $71.00 for one way on the AirTrain from JFK, and $13,200.00 for The Hub Live tickets: $29,097.72 in total. Rooms, transit and airport transfers fall further at a negotiated group rate.
Send the room block as one request for all seven nights. Compare each offer against the room-night count and the tax lines above, then hold the rate, the room list and the invoice for the delegation week on one contract.
