The 5 P’s of Effortless Hotel Group Booking

Every travel manager trying to make a hotel group booking realizes the challenges associated with travel arrangements made for large groups. But the 5 P’s of group bookings for hotel can simplify these to ensure that the business travel experience of a group is as seamless as that of an individual.

 

Making a group booking for several employees going together on a business trip can be tricky. There are multiple things to be considerate of, and juggling all at once can often be overbearing. Finding the most preferred hotels with the best group booking offers can be stressful. In the midst of all this, ensuring the comfort of the employees at all times is an added pressure. 

 

A travel manager has more important things to take care of. As a result, this ordeal can be simplified if you know exactly what to look for, allowing more critical administrative tasks to take precedence. 

 

These 5 P’s of group bookings hotels can simplify corporate travel excursions for a group of people, saving time for other essential tasks: 

 

Defining the purpose of the business trip can help plan for several factors often detrimental to ensuring that it is well-managed. A bunch of employees travelling together will have a different business objective as opposed to an individual travelling for work trips. The needs of a varied group of people will also have to be catered to differently. Several unique considerations are associated with group bookings like:

 

• Group transfers
• Extra baggage
• Additional meeting space- within or outside the hotel
• Unique lodging preferences for hotel group bookings

 

And more. Knowing the purpose and other important details of the trip can thus assist travel managers in eliminating any roadblocks, thus ensuring a hassle-free experience for the employees. 

 

Be sure to consider the travellers’ preferences while making their flight or group booking in hotel. It is crucial to make group travels as convenient as possible to ensure that the employees can achieve the desired outcome for the company while not compromising on their comfort. Every travel admin must make an effort to consider the personal preferences of the team like:

 

• Their lodging preferences.
• The dietary preferences.
• Any allergies.

 

And similar variables that can have a direct impact on the group booking for hotels and flights.

 

 

Being aware of “where?” the business traveller is going will impact the location of the hotel for group booking. 

 

• The destination will likely influence the budget determined for group travels within the company.
• The location or the proximity of the hotels for group bookings can have an impact on the degree of convenience experienced by the employees.
• If the purpose of the trip is to win the client's favour, then being closer to the heart of the city with the cultural hotspots and restaurants situated nearby is preferable.
• Hotels near the city centre are more expensive, however, travelling from the outskirts will escalate the transportation costs.
• Furthermore, will the hotel's proximity to the airport/ station be more important or does the property need to be close to the conference centre for maximum convenience and time-saving?

 

The answers to these questions are essential to plan and coordinate the group travels of the employees seamlessly. 

 

Business trips need not necessarily be monotonous and tiring. It is equally vital for corporate travellers to unwind after a busy day, and hence, it becomes imperative to look for group booking hotels stocked with the best amenities like-

 

• Free room service
• 24-hour concierge services
• High-speed Wi-Fi
• Meeting centres
• On-site restaurant
• Free meal
• Airport transfers
• Fitness centre
• Disability access

 

..among several others that are vital for a comfortable stay in a group hotel booking. Hence, these amenities are also extremely important to ensure that the employees are able to be productive throughout their trip.

 

It is usually not preferred to cancel group bookings for hotels, yet several factors lead to the unpredictable nature of corporate travel. There could be weather constraints, last-minute schedule changes, flight cancellations/ delays, or emergencies that can lead to a change of location, time, or even trip cancellation.

 

A group booking is a significant investment for any company, but in such unforeseen events, there are not many options left other than cancellations or booking modifications. It thus makes sense to be fully aware of the hotel’s policies as well as the method of payment and refund to avoid unnecessary hassles that can leave you with an unsatisfactory experience.

 

Partnering with the right travel management platform like myBiz can simplify hotels group booking by offering easy cancellations and booking modifications that can make trip rescheduling effortless. Additionally, the myBiz dedicated support team assists corporate travellers 24/7 to provide comprehensive solutions that can even make group trips stress-free!

 

Frequently Asked Questions (FAQs)

 

Q1. Is it important to comply with the company’s hotel group booking policy?

Ans. Yes, every traveller, even when going on a business trip with several other employees, must adhere to the guidelines defined in the company’s travel policy.

Q2. What amenities should be available at the hotel for group booking? 

Ans. Group transfers to the airport/ station, complimentary breakfast, meeting centres, among others, are some of the prominent hotel amenities to look for in group bookings hotel.

Q3. How to find a hotel group booking discount?

Ans. Partnering with a good travel management platform that has expertise in group bookings can offer exclusive booking discounts on group travels.

Q4. How to easily cancel a group hotel booking?

Ans. Group booking cancellations can cost a lot, but with the right travel management platform like myBiz, cancellations and booking modifications can be extremely easy.