Suggest to approach those hotels that publish their rates online and work from there. Also, given that your meeting is only for an hour, the publish rates should be halved before taxes.
If you book thru the website, they should be sending you a contract to sign after you input your credit card details.
Thanks for the reply! If I also need a guest room and I tell them when I request the quotes. Any chance I am getting discount for the guest room? Or just the same as I book through the website.