If you have a group of more than eight people, then booking your hotel online and receiving an immediate confirmation won't be possible.  This is because hotels deal with a "Group" in a different way to individual bookings.

Why do Hotels see Groups as different?

A group brings the hotel greater $$$ but also a greater risk should they decide to cancel.  The larger the group, the larger the risk.  The hotel normally requires a contract to be signed on behalf of the group, a deposit to be paid and can also enforce quite strict cancellation penalties should you decide to change your plans.  As a group you do have some leverage, as along with risk comes $$$, so the hotel will be open to negotiation!

Why are group rates always higher than the rates on Hotel Desk?

Hotels will allocate a set number of discounted rooms to companies such as Hotel Desk and Expedia, with the rest being held back by the hotel for groups and corporates.  The hotels believe that the added services and risk of looking after a group warrant an increased price.  Group check-in, multiple changes to dates, special requests etc are the some of the services offered.

If the hotel doesn't think it is going to sell all their rooms they will transfer more discounted rooms to Hotel Desk/Expedia.  If they are selling their rooms well, then they won't transfer any.  This is why it is rare to find a cheap hotel room during exhibitions such as London Book Fair or the Farnborough Airshow if you go direct to the hotel.  If the hotels know that they will sell their rooms at their higher rate...  why would they discount!

Your options when booking groups

• Negotiate with your selected hotel direct

By working with your chosen hotel you will be able to not only negotiate your rate, but also the terms of the booking.  They will ask you to sign a contract, but don't worry, cross out any clause that you don't like, alter the cancellation penalty, change the deposit schedule.  You have what the hotel wants, make them work for it!  We are always happy to assist in your contract negotiation.  Email us with your hotel preferences and number of rooms required.

• Book multiple groups of up to 8 rooms through your online Hotel Desk

Another option is to take advantage of the discounted rates online and book multiple times for your group.  You will need to be well organised to do this, and ensure that you keep track of exactly who has been booked against which booking reference.  This can be the cheapest way to book groups as you are using the hotel's internet discounted rates.  Remember that you may have to split your group across hotels and also that your group may pay varying rates.

We have an excel spreadsheet template that can make managing groups much easier if you need a hand.  Just email us to request it.