12 Tips to Booking Hotel Room Blocks for Corporate Events
photo: The Venue Report
Work, work, work, work. work. Your company has a team meeting, retreat, conference or event coming up and you need rooms. You want to secure a great deal at a great hotel. You would like your company to stay at the same or nearby hotels (hall party, anyone?). How are you supposed to know which hotels in the area offer group hotel rates and the amenities that your team will need? How will you locate the hotels that are best suited for business meetings? Is streamlining this process too much to ask? Not anymore. These handy tips will make booking hotel meeting packages and negotiating group hotel rates as easy as setting up your OOO.
Big Groups, Small Groups, All Groups. What Is Considered a 'Group'?
Good news, traveling with your company probably means you're already looking to book 9 or more rooms! Most hotels require a 9 room minimum for group hotel reservations but some special hotels only require 5 rooms or more.
Can I Save Money if I Book a Large Amount of Rooms?
Yes! As mentioned, typically a hotel room block is a reservation of 9+ hotel rooms. The perk of booking rooms in these large blocks is that they will save your company both time and money. How much will you save? When booking blocks of ten or more rooms at a time, you may be able to save 15% to 40% because of the group rate deals offered by hotels. Buying in bulk typically means savings, savings, savings!
Feeling overwhelmed at the thought of having to call a dozens hotels around the globe to try and negoiate room block deals for your team? Simply enter your dream budget, location and the number of rooms needed. Next, the hotels in the area will be notified and then will start bidding on your request. Finally, you will simply sit back, select your favorite hotels from the bunch and voilà, you are done. How easy is that?
So you filled out the room block form, set your dream budget and pressed 'enter,' now what? The hotels will begin bidding for your business! It may take a few days, but each hotel in the area that is able to match your budget/room request will reach out to you individually with a bid containing rates, dates and rules. After you recieve your online bids, you have a few options: 1. Decline (so sad). 2. Counter with another bid (and hone your bargaining skills while you're at it). 3. Lock it in! You love this bid and you're ready to commit. Finalize it and get your work fam pumped.
Booking in advance is the safest route as you never know when large events in the area may increase hotel prices on or around your event date. The good news is that our fun group rate platform will alert you of any of these types of conventions. However, the rule of thumb for reserving room blocks is typically 3-8 months ahead of your event. If you are just starting to plan your event, you can search for venues on The Venue Report to message them about their event spaces. Once you find your venue you can book your room blocks here too, of course! Who doesn't love a good one stop shop. Start your hotel search now →
The more, the merrier in this case. This is YOUR company's trip, make it count! Room block inquiry forms are designed to handle customized requests so you can get tailored bids back (isn't that exciting?). Simply put, the more information the hotels have from you, the more they can do for you.
Before you think WTH (that's "what the heck," not "work from home"), listen up. Reasons you may not have heard back from any hotels with a bid include: 1. You didn't meet the minimum night stay (2 night minimums are very common) 2. The hotels in the area may be completely booked. 3. You set your budget way too low. Inside tip: The further out you book, the less likely it is you'll run into these problems. Start your hotel search now →
Reservation Confirmation: When Is it Signed, Sealed and Delivered?
Once you and the hotel both come to an angreement on the group room rate for your company, the final contract is sent straight to your inbox! The very last step is to simply follow the link in your e-mail to make sure you secure your negotiated group room rate. Refresh your inbox and you're done (insert praise hands here).
My Reservation Is Confirmed but I Need to Make an Edit, Help!
Simply email the awesome planner who has been assisting you and they will happily help you with your reservation changes. You may also contact the hotel directly and speak with the manager whom has been helping your company through the planning process.
Submit your Venue
Would you like to list your venue, hotel, restaurant, or home on The Venue Report?
My Negotiated Room Rate Expired, What Should I Do?
If you waited past a bid's expiration date to reserve your room but want to move forward with it, fear not. You can always re-open the bid and start the negotiations again. The originial negotiated room rate and room details are not guaranteed past the expiration date, but there is always the chance that the hotel will happily assist you. Pro Tip: Always be sure to accept a bid within the stated time frame!
Our Flight Lands at Noon & Hotel Check-In Time Is at 4pm, Help!
Last but certainly not least, make sure you take into account the check-in time of the hotels you choose so it doesn’t conflict with the starting time of your team event. After all, there's nothing worse than your team coming off of a long flight and having to get ready in the lobby bathroom or Uber parked outside of the company event. Pro Tip: Ask the hotels if they would allow earlier check-in for a certain amount of rooms – there's strength in numbers!