Booking Hotel Rooms for a Group: A Quick Guide

For travel managers, trying to organize hotel room bookings for a large group of travelers can be difficult. We know that keeping track of multiple bookings can be time-consuming. What’s more, staying up to date with travel details – and staying within travel policy for several employees who travel for work – is a logistical challenge in itself. Regardless of how quickly costs can add up when booking for a large group.

Whether you’re looking for good group rates, hotel room specials, or trying to secure the best deal with special offers, our quick guide to booking hotels for large groups gives you the tools Manage group hotel bookings well.

What to consider before booking a hotel for a large group

With any type of trip it’s important to be aware of what you need to know – before you go! But it’s even more important when booking group hotels for large groups, and can save a lot of hassle and expense down the road.

Some of the first things to consider before creating several rooms for a large group include:

  • What type of trip are you booking?: A group of travelers working off-site will have very different needs than a work crew that needs to be taken care of. Will they need replacement? Or extra space for gear? Will they need transportation to a meeting space or other location within the hotel?
  • Travelers personal preference: It is important to make group travel as comfortable as possible for every traveler. Consider your party’s personal preferences, such as dietary preferences, which may affect your booking variables
  • Location, location, location: As mentioned above, knowing where Your group of travelers will work will affect your booking position. Will it be near a convention center or an airport?
  • Opportunity – Advantage: Hotel chains and hotel rooms differ in the size and quality of their facilities. For business travelers to unwind after hours, having an on-site fitness center, high-speed WiFi or 24-hour concierge service can be important. It is also important to consider accessibility for each traveler and ensure disability access if required.
  • Any additional requirements: Small details need to be considered, such as different check-in times depending on the arrival of each traveler and any other last-minute additional requirements that may affect the group hotel booking.

Once you have a handle on these trip details, you can begin to come to grips with the best way to manage all travel details to ensure that every traveler is catered for. Fortunately, there are several group travel service providers that can help you do just that.

Travel management software for group hotel bookings

Managing group hotel bookings doesn’t have to be a minefield of information spread across multiple websites, providers and spreadsheets. In fact, there are many online resources these days Help you get the best rates for hotel roomsAt least with stress involved.

Travel Management Companies (TMCs) offer a bespoke service specifically designed to make the process of finding and booking hotel rooms for group travel as easy as possible.

We have everything covered when it comes to group hotel bookings. With TravelPerk, you can book, manage, support and report business travel from a single screen – no more clicking through email threads and tracking down stray booking references.

For groups larger than 8 people, bookings are handled through our personalized concierge service. This is to ensure consistency and the entire group has the same itinerary.

As a specialist in corporate group travel, TravelPerk provides group coordinators with a user-friendly all-in-one travel management platform, as well as 7-star customer support for a seamless group travel booking experience.

We know that organization and efficiency are at the top of any travel manager’s priorities. That’s why we can help you save time and money when you use TravelPerk for group travel. We negotiate the best rate for you, with access The world’s largest travel directory. We’ve also made the group booking process a no-brainer, as you can pay, report and invoice all group travel through just one account.

Make sure your travel policy compliance is watertight with our automated travel policy compliance approval – and a dedicated travel specialist is on hand if any members of your group need to cancel or change their booking.

We know all the tricks to help you get the best deals on room rates today, so you don’t blow the budget on your next group trip.

See how TravelPerk makes business travel stress-free

5 top tips for securing discounts for group hotel bookings

Accommodation bookings usually account for the bulk of your company’s business travel expenses. Fortunately hotels like other travel service providers offer special discounts for businesses and corporate bookings – sometimes even free rooms.

While discounts starting around 10% are more common we know there are a few tricks to help you get a better deal.

Here are our top 5 tips Good group booking room rates:

1. Use a travel management platform

One thing you can do to increase your chances of a better rate is to work with a TMC. As well-connected industry experts, TMCs like TravelPerk already work hard to secure the best rates for TravelPerk customers. These discounts can be even more important when booking for a large group.

2. Use corporate credit cards

Many credit card issuers have corporate and business credit cards that give you access to special deals when you use them to book hotels for group travel. They can also unlock special benefits – especially for groups – such as extra meals or free nights. Some hotel chains also have loyalty programs that, if used often, can have some great benefits for group reservations like room upgrades.

3. Ask about extended stay discounts

Hotels prefer consistent high occupancy rates – which is likely when large groups travel to the city for business. Anything over 5 nights is generally considered an extended stay – and can unlock discounts for larger groups. Be sure to ask when booking if this is an option.

4. When possible, choose non-refundable rates

Some hotels may offer better rates for large groups of business travelers who pay a non-refundable rate up-front. In some cases, hotels can offer discounts of up to 25% here – but beware It can be a risky option if you can cancel or change.

5. Check if your clients have a corporate code

Finally, for business trips that involve meetings with clients, it’s always worth checking to see if they have any corporate codes or pre-negotiated discounts that can help reduce your hotel costs.

Let TravelPerk do the hard work for you

At TravelPerk, helping business travel managers find better ways to book is why we’re in business. This is especially true for group travel.

From what you need to know before check-in to travel management software that can streamline your processes, we’ve got you covered when it comes to the best hotels, room rates and booking fees.

Our expert travel agents go the extra mile to take care of every detail in group hotel bookings. From check-in to check-out, anything your group can do can be accommodated.

Choosing TravelPerk for your group travel management needs gives you access to the best benefits and exclusive rates for large groups. We save you time by negotiating the prices of some of the most competitive group hotels in the market, including four and five-star hotels and major hotel chains around the world. These rates are exclusive to businesses and will not be available on regular consumer travel booking sites.

Finally, when you set up a TravelPerk account, you can choose to add any previously negotiated corporate rates and preferred hotel options to your account – meaning you won’t lose any existing discounts or special offers.

Book your next group business trip with complete confidence with TravelPerk. Request a free demo with one of our travel experts today.

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