How to Book Travel Accommodation for A Group

How to Book Travel Accommodation for A Group
August 09 10:53 2016 Print This Article

Let’s say you are planning a charity challenge bike ride from London to Paris with a large group of people. When you all arrive in Paris exhausted from your bike ride, where are you going to stay? It can be challenging to book convenient accommodation for a group of several people and there are different things that you have to keep in mind compared to booking for individuals.

Here are some helpful tips that you have to keep in mind for booking travel accommodation for a group, whether it is a charity challenge abroad or any other event or trip.

Ask the Visitor Bureau

If you are the one who is tasked with the role of group co-ordinator for the event, the local visitor’s bureau can be a very valuable tool. You can call them up and ask to talk to a staff member who will be able to recommend the best hotels in the area and give you advice on which ones are best for booking with large groups.

Check for an Online Group Booking Form

Some chain hotels will have an online group booking form that you can fill out when you want to request rooms for a large group of people. Often when you are booking rooms in bulk you will get a cheaper rate. Also, you can check on an online booking website in order to compare prices from several different hotels.2

Ask for a Discount

If the hotel doesn’t have a form online, you can call them up and talk to someone about a discounted group rate. You can let them know how many people will be staying and ask what the best price per room can be. Often individual hotels within a chain will be able to negotiate rates and promotions with you. Call to ask the booking agent at the front desk and if they are not able to help you, the next step is to ask the manager. Sometimes the front desk doesn’t have the authority to make discounts while someone higher up in the chain can offer you a better price.

Travel at Off Peak Times

If you are planning your charity cycling challenge or other group event at an off peak travel time of the year, you will probably be able to negotiate even lower rates. The hotel will likely not be full and they will probably be happy to have their rooms rented even at a discounted price because they would likely go empty otherwise. Also, when you travel during off peak times the prices you will encounter will be cheaper in general – such as for transportation, activities, food and much more.2

Ask for Other Benefits

Discounts on the price are not the only benefit that you can potentially get when booking hotel rooms in bulk. Because you are bringing in so much potential revenue for the hotel they might also be willing to offer you some other special extras, such as free breakfast, parking, free internet and other special services and amenities. It never hurts to ask – the worst thing the hotel can do is say no and the best thing they can do is offer you something great during your stay.

Make Any Special Requirements Known Right Away

If anyone in your group has special requirements for their room it is important to make these known as soon as possible. It can sometimes be a logistical challenge for a hotel to accommodate different requests so the further in advance they know the more likely it will be for the request to be granted. This is especially true when they are coordinating a lot of rooms to be ready at the same time, as time to plan ahead is even more important.

These are some tips to keep in mind when it comes to booking travel accommodations for a group, whether you are planning a team trip, a cycling team charity event or any other type of group event. Booking accommodation for a large group can be a bit of a logistical challenge, but if you do it right you will find a great place to stay for everyone in your group and you will have a wonderful experience.

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Jesse Sternberg
Jesse Sternberg

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