Are you tired of paying the full rate listed on a hotel's website? Well, it's time to challenge that notion. Contrary to popular belief, the initial rate offered is not always the best deal available, especially when it comes to group or extended stay reservations.
Consider this: approximately one-fifth of hotel room revenue in the United States is generated from the meeting industry. This fact alone provides hotels with a strong incentive to win your business. Event planners and group travel coordinators have leverage in negotiations, and that's where the best deals are found.
When negotiating with hotels, don't just focus on the room rate. Consider other important factors such as meals, Wi-Fi, and additional amenities. Ensure that every detail is clearly outlined in your final contract. Fair and reasonable negotiations create a win-win situation for both parties, building a foundation for future collaborations.
If you're looking to secure an even deeper discount, talk with an expert at BNW Travel Management. We specialize in saving businesses lodging costs, providing you with exceptional service at no extra charge, especially when you need to book more than eight rooms.
Check out our tips on saving money on group travel here!
Smaller Rooms Can Mean Cheaper Rates
Here's a money-saving tip that many overlook: smaller hotel rooms often come with cheaper rates. When booking for large groups or extended periods, opting for rooms with one king bed instead of two double or queen beds can save you significant money.
Consider how many people will be assigned to each room to determine the number of rooms you'll need. Corporate bookings usually involve one person per room, allowing you to choose the more affordable option. However, if your travel policy permits two people to share a room with two beds, you may discover further savings.
Remember that some hotel rooms also feature a pullout couch, accommodating extra occupants. This means the maximum occupancy for a room can range from two to six people. For example, if you're organizing a retreat or an organizational reunion where employees can bring their families, you'll still need only one room per family.
It's also worth considering the availability of rooms of different sizes in a hotel. If they only offer rooms with two beds but the price is right, then you've found your answer.
Read Your Contracts Carefully
In today's fast-paced world, we've become accustomed to accepting terms and conditions without actually reading them. While this might be fine for mobile apps or well-known software, it's a different story when it comes to group booking contracts.
Deloitte conducted a study revealing that a staggering 91% of people accept terms and conditions without giving them a thorough read. This negligence could lead to overlooking important details that are crucial to your group booking.
Take the time to differentiate between a courtesy room block and a guaranteed (or contracted) room block. A courtesy room block holds rooms without cost initially, but it may limit your chances of receiving special offers. On the other hand, contracted room blocks come with more risk as you have to guarantee the number of rooms booked. However, hotels may offer you a favourable deal because they know those rooms will be paid for.
In addition to the room block specifics, pay attention to check-in and check-out times, wireless internet access, and any other provisions that can be worked into the contract to help you save.
By carefully reading and understanding your agreements, you can ensure that every element aligns with your expectations and requirements.
Book Your Room Block Early
Timing is everything, especially when it comes to securing group bookings. The earlier you confirm your room block, the better rates you'll be able to secure.
Many hotels prefer to have their rooms booked by large groups, so take advantage of this preference by finalizing your room block as soon as possible. Hotels are typically willing to work with you at any point leading up to your group's stay. Even the 12-month mark is not too early to secure the best rates, as demand is typically lower compared to waiting until just a few months before the event.
Now, you might have heard the advice that booking last minute can lead to the best prices. However, this is a risky strategy that can negatively impact your plans. While it's true that prices may be lower closer to the check-in date, the savings are often minimal and not worth the potential consequences.
Waiting until the last minute can result in a lack of available rooms, and for large bookings, some hotels require a request for proposal (RFP), which takes time to compile and review. Don't jeopardize your job or create unnecessary confusion by playing the waiting game. It's always best to book in advance, giving you the opportunity to leverage negotiation tips provided earlier, rather than facing last-minute desperation.
By following these proactive measures, you can ensure a smoother planning process and secure the best deals for your group bookings.
Make Connections With the Hotel Sales Team
In the world of business, success often hinges on the relationships we build. This holds true when it comes to securing good hotel rates as well.
While BNW Travel's experts are already well-connected, the average travel manager may not have an extensive network in the industry. That's why it's important to take matters into your own hands and reach out to the hotel sales teams directly.
Identify a few hotels that meet your group's needs and establish contact with their sales representatives. Building connections and negotiating directly with them can yield significant advantages. Keep a record of the individuals you speak with and negotiate with, as you may need to refer back to them if your requirements change or for future bookings.
Furthermore, networking is a valuable skill for travel managers. Actively engage with hospitality industry professionals through platforms like LinkedIn and travel industry groups such as the Independent Lodging Congress. These connections can prove invaluable in securing favourable rates, especially if your organization frequently books a high volume of business trips or room blocks.
Always Inquire About Perks
When it comes to guest rooms, it's not just about the basics—a bed, a bathroom, and a TV. To enhance the experience for your group, it's important to inquire about the additional perks and amenities that hotels can offer.
Ask the hotel sales team about potential perks that can make a significant difference in your group's stay. Here are a few examples to consider:
- Shuttle service to and from the airport
- Late check-out options
- Complimentary fully-stocked minibars
- Exclusive coupons or discounts for local restaurants
Even the simplest perks can set a hotel apart from its competitors. For instance, two hotels may offer similar rooms at the same price, but if one of them includes complimentary breakfast and exclusive dining discounts, it becomes a better deal overall. Just imagine the savings your group can enjoy on meal expenses!
Upgrades: Like Perks But Even Better
While perks are great, upgrades take the experience to a whole new level. Consider the option of securing room upgrades for your group.
Everyone appreciates a free hot breakfast, but imagine enjoying it from a top-floor suite with an ocean view. Upgrades can significantly enhance the morale of your employees, especially if they are embarking on a long business trip.
While it's true that suites often come at a premium price, this is not always the case. In cities like New York or San Francisco, where every hotel room boasts a classy view, the price difference between standard rooms and suites might be negligible. Moreover, if you're organizing a conference during business days in a beach town during the off-peak season, you may already be dealing with a very affordable base rate.
So, when locking down your hotel rooms, consider the option of upgrades. They can contribute to a more enjoyable and productive experience for your group.
Take Advantage of Credit Card Rewards
Credit card rewards programs can be a valuable asset when it comes to saving money on travel bookings. Many credit card companies offer rewards to customers who use their cards as the payment option for travel expenses.
These rewards can include airline miles, hotel room upgrades, car rental discounts, and other perks that can greatly benefit travellers. Major credit card providers such as AmEx, Capital One, Citi, Chase, and Discover all have travel programs in place.
By utilizing your credit card rewards alongside your bookings through BNW Travel, you can double-dip on discounts and maximize your savings. It's a win-win situation!
Ask the Experts
Booking a hotel for a group is not as simple as clicking "Book Now" on a website. It involves navigating through various considerations and negotiations. That's where the expertise of others can be invaluable.
While you can learn a lot through trial and error, there's much to be gained from seeking advice from the experts. The hospitality industry is a tight-knit community, and those who have already built the necessary relationships can save you a significant amount of time and effort.
Tap into their knowledge and network to secure the best rates for your group business bookings every time. Reach out to someone you trust within your own network or consider outsourcing expertise through a team of professionals like BNW Travel's specialist team.
With BNW Travel, you'll receive white-glove service at no additional charge. They will provide you with the best hotel and location options, handle the booking, billing, and reconciliation process on your behalf, and assist you with any inquiries or concerns.
As a business travel manager, your goal is to plan inspiring itineraries while staying within a budget. You want to provide comfortable accommodations for your team without breaking the bank. By employing the strategies outlined in this blog post, you can secure competitive fares and ensure a seamless booking experience.
BNW Travel is your trusted partner in saving organizations on lodging costs. However, the potential for additional savings doesn't stop there. By implementing the insider tips provided above, you can further enhance your savings or let our team handle the entire process for you, guaranteeing a worry-free booking experience.
Ready to embark on your journey? Learn more about how BNW Travel handles group trips and take advantage of our exceptional services.
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In conclusion, when it comes to group bookings, planning ahead and keeping your options open is key. Reserve your rooms early, pay attention to the details in your contracts, and explore the possibilities for perks and upgrades. Build connections with hotel sales teams and leverage credit card rewards programs. And don't forget to seek the advice of experts to secure the best rates. With these practices in place, you can ensure a successful and cost-effective hotel stay for your group. And remember, BNW Travel Management is your solution for hassle-free, budget-friendly group bookings.
