Planning group travel for your company whether for a meeting, team retreat, or client event. One of the greatest challenges? Booking the appropriate hotel stay for your team. While it might seem as easy as simply finding enough rooms at a good rate, there's so much more on the line. A few mistakes can result in surprise expenses, dissatisfied guests, and lost opportunities.
Here are the top 5 pitfalls companies commonly fall into when reserving group hotel stays and how to steer clear of them.
1. Booking at the Last Minute
Most companies wait until the event is near before booking, expecting a better rate or merely because they haven't planned ahead. Well, this only tends to work against them. Busy venues and hotels get filled up first, particularly during peak periods or local events.
Tip: Begin planning domestic travel at least 3–6 months in advance and earlier for foreign events. Booking ahead tends to release group rates and improve room selection.
2. Not Negotiating Group Rates
Special group rates are available at most hotels, if you inquire. Most firms take the advertised rates at face value without knowing they can bargain for considerably lower, more favorable rates, and extra service for free.
Tip: Always contact hotel sales teams directly to negotiate group rates. Inquire about meeting space packages, complimentary upgrades, early check-in, and cancelling policies with latitude.
3. Ignoring Proximity to the Event Location
Selecting a hotel a distance away from your meeting location to save money could be wise but daily lengthy commutes can destroy productivity and add transportation costs.
Tip: Budget and location balance. A little extra room rate at a close-by hotel could save time and money in the long term. Seek out walkable or well-positioned accommodations.
4. Ignoring Rooming Needs and Guest Requirements
Each team is unique. Some members will require single rooms, accessible rooms, or quiet floors. Reserving blindly without gathering this information can lead to uncomfortable stays and dissatisfaction.
Tip: Survey your staff in advance. Request dietary needs, room sharing, bed preferences, or accessibility requirements, and then relay these to the hotel clearly.
5. Not Carefully Reading the Contract
Group bookings involve contracts. A sometimes long, highly detailed, and full-of-fine-print affair. Companies that avoid reading them carefully can be ambushed with charges, stiff cancellation policies, or non-negotiable terms.
Tip: Read each clause carefully. Look for attrition rates (fines for failure to fill rooms), cancellation windows, payment timelines, and refund terms. If in doubt, request clarification or assistance from a travel partner.
Bonus Tip: Not Using a Travel Partner
Booking groups that stay in-house can appear streamlined but travel professionals introduce more advantageous deals, streamlined logistics, and time-saving advice. A partner can negotiate, track rooming lists, and make adjustments readily.
Final Thoughts
Booking group hotel accommodations is more than an accommodation address. It dictates your team's comfort, productivity, and overall experience. Steer clear of these avoidable mistakes and save your business time, money, and anxiety and provide your team with a hassle-free journey.
Need worry-free group travel planning?
Let Aster Travels take care of it for you. From carefully selected stays to turnkey logistics, we simplify group travel, make it seamless, and memorable.
Get in touch with Aster Travels today.
