5 Tips on Getting the Best Rates for Your Group Hotel Booking

Booking a hotel for a group can be tough. It can hard to be find a place that suits everyone’s needs. Once you find a good place, getting everyone to book a room can also be challenging.

Booking as a group doesn’t need to be a hassle. In fact, book groupings can usually be easier than individual bookings.

In this article, we’ll give you the information you need for your next group booking. Following these tips is the best way to get the cheapest prices.

1. Book in Advance

The bigger the group is, the earlier you should book.

If you’re attending a conference or large event, other groups are booking too.

Booking in advance is the only way to ensure that your spot is secure. Hotels and even entire cities can become fully booked during large events.

Prices will be higher during corporate or cultural events.

Booking ahead of time secures your price. If you wait until the last minute, you’re going to get prices that reflect that.

If you’re booking as an individual, it’s true that you can normally find last-minute deals. Those deals are normally reserved for individual rooms and travelers.

Groups need to book ahead of time.

2. Use a Service

For a large group, a booking service is the way to go.

Booking services have better connections within the hospitality industry. Unless you work in the hotel industry, you probably don’t have the same kinds of deals that services do.

They have good customer service. If things go wrong, they will take care of it for you.

That way you won’t have to worry about rebooking things at the last minute. Many services specialize in the type of bookings that they organize.

Groups travel for a variety of reasons. A bachelorette party is going to have different needs than a group of business travelers.

Most hotels specialize in the kind of customers they want. Pick an organization in your niche for the best prices.

3. Consider Alternatives

Staying in a hotel might not be the cheapest option. Apartment rentals offer good per person rates. If you don’t mind sharing an apartment, consider this.

Airbnb and Vrbo are good for family reunions, parties, and a friends’ getaway weekend.

For business travel, hotels usually are better. Employees don’t necessarily want to mingle with their coworkers. They also require more private space.

For business travel, hotels usually are better. Employees don’t necessarily want to mingle with their coworkers. They also require more private space.

Apartments or houses will come with a kitchen and big fridge, but they usually won’t come with a fitness center and front desk.

Think about what amenities your group requires.

The same rules apply for booking an apartment as a hotel.

Book well in advance and negotiate prices.

4. Negotiate

Hotel prices aren’t set in stone.

Hotels usually offer a group rate, but you can ordinarily get a better one if you call them. Remind the hotel that if they don’t get your business, someone else in town will.

Do a bit of research and see what competitive rates are.

Don’t book the first rate that you’re offered. Say that you need some time to think about it.

Especially if a hotel is empty, they will start lowering their rates to make sure you come.

Here are some general negotiating tips that can be applied to hotel bookings.

Don’t be too aggressive in your negotiation. If a hotel thinks your group is going to be a problem, they won’t want you to come anyway.

Know how much you’re comfortable spending before you book.

5. Non-Refundable Rates

Hotels usually offer more than one rate.

One rate is refundable and is more expensive. The advantage is that you’ll get most of your money back if your plans change.

Non-refundable rates are cheaper, but they are set in stone.

Normally you will have to pay a non-refundable rate in advance.

It’s impossible to plan for everything. However, if you’re fairly certain you’ll make it to the hotel, choose the non-refundable rate.

If you always pick the non-refundable rate, it will pay itself off the one time you have to cancel.

Skip breakfast for an even cheaper rate.


Booking hotels shouldn’t be expensive or complicated. Use these tips for your next group booking.

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