Find the best group hotel booking deals

Finding the best group hotel booking deals is an important step for many businesses, organizations, and universities. Hotels are easier to negotiate rates for large groups than airlines. They may face less predictability in bookings and may be more inclined to offer a discount based on volume.

Since hotel rates don’t fluctuate as much, hotels look at their inventory availability for the specific time of year you’re looking to book for your group, and based on that. They’ll come up with a fixed price for all travelers for the length of your desired stay.

This doesn’t mean that the group rate you get is cheaper than an individual rate. But it will represent a savings on your overall cost as you’ll get the same guaranteed rate for your entire group and length of stay – unlike individual dynamic pricing per room per night.

This rate will also give you the flexibility you need to allow for any changes to your room inventory up to 30-14 days before your group arrives, usually at no additional cost.

To get the best group hotel deals,

You need to email the desired properties and provide specific details such as dates, number of rooms, meal requirements, room type, etc. You’ll want to check their minimum accommodation requirements and take a look at the competitive rates they offer for these time frames.

Keep in mind that for business trips, it’s advisable not to force employees to share a room whenever possible!

To get the options you need, contact at least five to 15 different hotels, and once you have those rates, start the negotiation process to refine the rates and terms for each one. The biggest advantage of having an expert behind your hotel group booking is the hotel partnerships and the built-in knowledge that comes with them.

We know exactly which hotel to contact based on your desired destination, budget, and other specific requirements.

What else can you negotiate?

While it’s very difficult to negotiate special rates, hotels are open to offering additional benefits for your group stay such as free meals, room upgrades, or early check-in (subject to availability).

AL Wofod can help you organize group travel for events with ease – and take advantage of great group travel discounts!

When are negotiations not worth the effort?

If you’re in a time crunch, it’s not worth negotiating back and forth to get a better price. As time goes on, the cost will go up, which means they’ll just want to charge you more. Keep in mind that airlines, charter flights, and hotels can sometimes take 24-48 hours to respond, so you’re not in a good position to negotiate for flights that are coming up soon.

With hotels, the same thing happens here, the longer we wait, the less availability will be, the higher the risk, and the hotel may no longer be able to offer the number of rooms we need. Knowing what to negotiate definitely depends on the company. I take a different approach to each airline and hotel depending on the situation. This is the main reason why our team is so appreciated by our clients. You don’t have to worry about trying to get a better deal, we handle all the negotiations.

The importance of planning ahead when booking group hotels

When planning a large group booking, whether it’s for business trips, special events, or family trips, planning ahead plays a pivotal role in ensuring the success of the trip and saving costs. The earlier you start the booking process, the better your chances of getting the best deals and flexibility in negotiating.

For example, if you are planning a business trip for a group of employees, starting your reservations three to six months in advance gives you enough time to research suitable hotels, compare prices, and negotiate terms that suit your needs. In addition, planning early allows you to avoid sudden price increases that may occur as the trip approaches.

How to Choose the Right Hotel for Groups

When choosing a hotel for a large group, it depends not only on the price. But also on the facilities and services that the hotel offers. Here are some factors to consider:

• Location: Make sure the hotel is close to the places you will visit during the trip. Whether they are business meetings or tourist attractions. This reduces travel time and additional costs.
• Amenities: If your trip includes business meetings, look for hotels that offer meeting rooms equipped with everything you need. For family trips, you may want to choose hotels with swimming pools or entertainment activities for children.
• Additional Services: Some hotels offer services such as free airport transfers, or breakfasts included in the price. These services can save you a lot of effort and money.
• Ratings and Reviews: Before making your final decision, read reviews from previous guests. This will give you an idea of ​​the quality of service, cleanliness of the rooms, and the treatment of guests.

Important article on: Steps to book hotels for conference guests

Negotiating cancellation and amendment terms

One of the great advantages of booking groups is the flexibility in cancellation or amendment terms. When negotiating with hotels, be sure to discuss cancellation and amendment terms. Most hotels allow changes to the reservation up to 14 to 30 days before arrival at no additional cost.

This step is very important, especially if your trip includes a large number of people, as changes may occur in the final list of travelers. Make sure the hotel offers enough flexibility to handle these changes without imposing additional fees.

Take advantage of loyalty programs and partnerships

If you travel frequently with large groups, it may be worth joining hotel loyalty programs. These programs give you points that can be redeemed for discounts or free upgrades in the future.

If you work with a travel agency, they may have partnerships with certain hotel networks, giving you access to exclusive deals.

Read also: Best Hotels for Team Building Events in Riyadh

Additional Tips for Booking Group Hotels

• Use group booking platforms: There are many platforms that specialize in group bookings. That provides special offers and facilitate the booking process. These platforms are often directly connected to hotel networks, giving you faster access to the best deals.
• Split the group if necessary: ​​If your group is very large, it may be difficult for one hotel to accommodate everyone. In this case, you can split the group among several hotels that are close to each other. This may also give you the opportunity to negotiate better prices.
• Check out seasonal offers: Some hotels offer seasonal offers or special offers during certain periods of the year. If your trip is flexible in terms of dates, you may be able to take advantage of these offers to save even more on costs.
• Contact hotel sales managers: Hotel sales managers are often more flexible in negotiating prices and terms than regular reservation staff. Don’t hesitate to contact them directly to ask for a better deal.

Conclusion

Booking hotels for large groups can seem like a daunting task, but with good planning and smart negotiation. You can achieve significant cost savings and a comfortable accommodation experience for all members of the group. Whether you are planning a business trip or a family trip, starting early and taking advantage of the expertise and partnerships available can make a big difference.

Ultimately, don’t forget that the main goal is to ensure the comfort and happiness of all members of the group. So, take your time to research and negotiate, and don’t hesitate to ask for help from the experts of the Al wofod Foundation if necessary. This way, you will ensure that your trip will be successful and enjoyable for everyone.

Here are a number of different ideas to improve the hotel booking experience for delegations in Saudi Arabia