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How To Book Hotel Accommodation for Over 20 People; A Guide

Planning a business trip for a group of more than 20 people can feel like trying to juggle knives, while you’re taming a tiger at the same time. It sounds nearly impossible, if you’ve never done this before. Between coordinating multiple bookings, staying within budget, and ensuring everyone’s needs are met, it’s easy to feel overwhelmed.

But where there’s a will, there’s a way.

Don’t worry—we’ve got your back. Here’s our guide to making group hotel bookings a breeze.

Start with the Basics

Before diving headfirst into the booking process, take a moment to think about the kind of trip you’re organizing. Are you booking for a group of executives attending a conference, or perhaps a team working off-site? Are you travelling overseas as exhibitors to a big trade show? Are you going to negotiate with a partner or attend a large in-company meeting that brings in national branches together under one roof? Knowing the purpose of the trip will help you prioritize needs, whether that’s meeting spaces, transport for equipment, or proximity to key locations.

Once you’ve nailed that down, consider the personal preferences of your travelers. Are there dietary restrictions you’ll need to accommodate? Will they appreciate a hotel with top-notch amenities like an on-site gym or high-speed WiFi? The more you know about your group’s preferences, the better you can ensure their comfort during the trip.

Once you have those basic details, you can proceed to the next step—research!

You need ample options and for that you should start your search as early as possible, especially if you’re attending a professional event. Hotels closest to the venue are always the first to sell out months in advance. You want to give yourself at least four-five months to begin the process.

But what if you’re not attending an event? Then you have to consider whether you’re travelling during a holiday season. You will still compete with tourists. Summer and winters are busy, and each city might have its own busy periods based on concerts, festivals and other cultural events.

Location Is Probably Going to Be the Biggest Factor Next to Cost

You might think you should prioritize your budget, and save as much as possible.

No, you’ll need to stay mobile and efficient as a group when you arrive. That’s why location is king when booking for a large group. You want them to easily get from your hotel to where you will conduct your business. Will your team need to be near a conference center, downtown offices, or the airport? Choosing a conveniently located hotel can save valuable time and make the entire trip run more smoothly.

Ideally, you’d want to be within walking distance. This solves a lot of concerns when it comes to on-ground logistics and commuting. It will be easier for someone from the group to run back to the hotel to grab something essential in a pinch. Plus, you also remove the additional public transportation costs from having to catch buses or the metro.

If that’s not possible, then you should look into hotels that are right by a metro line, which makes the transportation of a large group easier. Some hotels will arrange for shuttle buses during big events, if they’re official partners with trade shows and exhibitions.

And let’s not forget about accessibility!

If any members of your group require special accommodations, such as wheelchair access or rooms on a lower floor, be sure to confirm these details in advance. You don’t want to stay in a hotel on a hill, or that’s only reached by walking or climbing stairs.

Look for Facilities That Suit Your Group’s Needs

Not all hotels are created equal, and the facilities they offer can make a big difference to your team’s experience. After a long day of meetings or off-site work, having a sauna, fitness center, or even just comfortable common areas can be a game-changer for unwinding. You’re in charge of taking care of your teammates’ wellbeing and that means booking a hotel that takes good care of their needs. Ensure the hotel’s amenities align with your group’s needs, whether it’s a 24-hour concierge or reliable high-speed internet.

This means taking account of the nitty-gritty—those small but essential details that can make or break a group booking. What you should look for when selecting a hotel:

● Will everyone be arriving at the same time, or will there be staggered check-ins?

● Are late check-outs or early check-ins needed?

● Does the hotel offer flexible cancellation policies in case of last-minute changes?

● Thinking through these details in advance can save you a lot of headaches later.

Take Advantage of Group Travel Services

Ultimately you don’t have to go it alone!

Many hotels and travel providers offer group booking services that simplify the process, so you don’t have to lose any more time than necessary. Plus, they’re great for the budget in the end.

These services can help you secure discounted group rates, organize room blocks, and negotiate special deals tailored to your needs. Though it really depends on the hotel, and you might have better luck with larger hotel chains geared towards the business crowd. Some providers offer tools to track bookings and manage the trip’s logistics.

Talk about a lifesaver when juggling the needs of 20+ travelers.

Final Words of Advice

Booking hotel rooms for a large group doesn’t have to be a logistical nightmare. By starting with a clear plan, considering the unique needs of your team, and taking advantage of group travel services, you can make the process almost pleasant. And who knows? With everything running smoothly, you might just have time to enjoy the trip yourself!

But still, there’s a lot to go wrong and you have other responsibilities to handle, so why not go for a professional service. We’ll show you how well-planned a business trip can be.