How to book a hotel as a group to get a cheaper rate? What are the key steps for booking hotels as a group more economically? From selecting accommodations that meet the group’s needs to finding special offers, to booking methods and personalizing stays, find out how to optimize your group travel experience while reducing costs.

1. Booking a hotel for a group: what are the advantages?

Booking a hotel as a group offers a range of significant advantages that add exceptional value to your travel experience. Here are the reasons why it is advantageous to book a hotel as a group:

Save on costs

One of the main advantages of booking a hotel for a group is the potential to save money. Hotels often offer special rates for group bookings, which can result in substantial savings on accommodation costs compared to individual bookings.

Access preferred rates

By booking as a group, you can access preferred rates that are not available for individual bookings. This can include special packages with additional amenities or meals included, enhancing the value of your stay.

Enjoy ease of coordination

Traveling as a group often involves many people and many details to manage. By booking a hotel as a group, you simplify coordination by centralizing reservations, payments, and communications with the establishment.

Experience social moments

Traveling as a group creates a unique social atmosphere, offering opportunities for sharing, laughter, and memory-making together. Booking a hotel as a group fosters these moments of conviviality by bringing everyone together in one place.

Benefit from personalized accommodation options

By booking as a group, you often have the option to customize your accommodation needs, such as the number of rooms, types of beds, and any other additional amenities.

Achieve better negotiation

Hotels are more inclined to offer additional benefits, such as meeting rooms, special activities, or tailor-made services, for groups. This advantage can add exceptional value to your stay.

Travel safely and comfortably

Traveling with a group can offer an increased sense of security, as you are surrounded by familiar people. Additionally, sharing common spaces in the hotel can enhance the feeling of comfort.

To book group accommodation, there are several methods to consider to ensure a smooth and well-organized experience. Each of these approaches offers specific advantages based on your preferences and needs. Here are different methods for booking a hotel as a group:

Booking on an online booking platform

This method is ideal for groups preferring a self-directed and simplified approach. Many online booking platforms offer the possibility to book group rooms in a few simple steps. You can search for hotels suitable to your needs, view group rates, and even customize your booking by adding extra services. This method allows you to easily compare available options and view the details of your stay.

Booking with a hotel group

Some hotel groups offer booking services specifically designed for groups. These services provide personalized assistance to help you select the hotel that best meets your needs and negotiate favorable rates. The benefits often include grouped rooms, special packages, and tailored amenities for events. Working directly with a hotel group can simplify the booking process by offering you a more personalized experience.

France, as a popular tourist destination, is home to a multitude of large hotel groups offering a variety of accommodation options for all tastes and budgets. Here are some of the most well-known French hotel groups.

• AccorHotels: As one of the largest global hotel groups, AccorHotels manages a wide range of hotels from luxury brands like Sofitel and Pullman to more budget-friendly brands like ibis and Novotel. With an extensive presence throughout France, AccorHotels offers options for business travelers, families, and individual travelers.
• Louvre Hotels Group: With iconic brands such as Kyriad, Campanile, and Première Classe, Louvre Hotels Group offers establishments suited to various budgets. The group provides a great diversity of accommodation styles to meet the varied needs of travelers.
• B&B Hotels: Specialized in economical and friendly accommodations, B&B Hotels offers a simple and convenient experience. They are widespread across the country, providing an affordable solution for travelers seeking a comfortable place to stay overnight.
• Best Western: Present in many cities across France, Best Western offers superior quality hotels suited for business and leisure travelers. Each hotel is independently owned while being part of the Best Western network, ensuring a unique experience for every stay.
• InterContinental Hotels Group (IHG): IHG has hotels in key cities in France, including the Holiday Inn chain. These hotels offer a variety of options for travelers, from short stays to longer business trips.
• Marriott International: Present notably in Paris, Marriott offers luxury hotels, including the Marriott Hotels brand, as well as more affordable options like Courtyard by Marriott, providing a range of choices for travelers.
• Radisson Hotel Group: With its Radisson Blu chain and other brands, this group offers upscale establishments in key destinations in France, offering a blend of luxury and comfort for discerning travelers.
• Choice Hotels: It primarily operates under the Comfort brand, offering affordable and comfortable accommodations in several cities across France.
• Campanile: Known for its versatility and accessibility, the Campanile chain offers a variety of options for travelers, focusing on individual and group needs.

Direct booking with the hotel

Opting for direct booking with the hotel is a practical approach, especially if you have specific requests or prefer direct communication. You can contact the hotel by phone or email to discuss your needs and obtain information on group rates. This method allows you to establish direct contact with the establishment and ask specific questions about facilities, services, and arrangements for the group.

When planning group travel, obtaining discounted rates can significantly reduce the overall cost of your stay. Here are some smart tips to help you take advantage of these financial benefits and secure reduced group reservations:

Plan ahead

The key to securing discounted rates is to start planning as early as possible. Hotels typically offer larger discounts for group bookings made in advance, allowing them to better anticipate needs.

Research hotel special offers

Many hotels offer special deals and packages for groups. These deals may include room discounts, complimentary meals, or additional amenities. Explore hotel websites and contact them directly to learn about their current offers.

Negotiate rates

Feel free to negotiate with the hotel for better rates. Often, these establishments offer discounted prices, especially for groups that provide a substantial booking guarantee.

Use keywords

When searching online, use keywords like “group discounts,” “special offers for groups,” or “group rates” to target establishments that offer reduced rates for bookings intended for large groups.

Outline all your needs

When requesting a quote, clearly explain the specific needs of your group, such as the number of people, stay dates, and desired services. This will allow the hotel to provide you with more personalized offers.

Consider the season

Rates can vary depending on seasonality. During off-peak periods, you may benefit from more advantageous reduced rates for groups.

When planning a group stay, choosing the right hotel is essential to ensure a pleasant and worry-free experience for all participants. Here are some important criteria to consider when selecting a hotel that meets your group’s needs:

Location and proximity to attractions

The location of the hotel plays a crucial role in your group’s comfort. Opt for a hotel strategically located near main attractions and local amenities. This will allow your group to maximize their time by avoiding long commutes. Choose a safe and accessible neighborhood offering dining and entertainment options so everyone can fully enjoy the destination experience.

Availability of rooms and necessary amenities

Ensure the hotel can accommodate the exact number of participants in your group. Check the variety of room types available to meet individual needs, whether single, double, or family rooms. If children are part of the group, look for suitable facilities such as high chairs or cribs. The availability of amenities such as gyms, pools, or outdoor spaces can also contribute to the comfort of your participants.

Services and facilities for meetings and events

If you are planning meetings, workshops, or other events; this is the case if you are traveling for a corporate trip; opt for a hotel with dedicated spaces. Look for well-equipped meeting rooms with the necessary technology for effective presentations. Check the room capacity, seating arrangement, and flexibility to meet your specific needs. Also, ensure the hotel can provide coffee breaks or meals for your events.

Plan a variety of activities

Offer a variety of activities tailored to everyone’s interests. Provide cultural, recreational, and exploratory options to satisfy all tastes. From guided walking tours to outdoor excursions, ensure each member of the group finds joy.

Organize unique tours

Plan tours that allow the group to discover iconic local attractions. Whether historical monuments, fascinating museums, or quaint neighborhoods, these visits will provide an authentic glimpse of the destination.

Include relaxation time

Incorporate relaxation time into the program. Plan free afternoons so that everyone can explore the city at their own pace, go shopping, or simply relax at the hotel.

Dinners and culinary experiences

Organize dinners together to strengthen group bonds. Explore local restaurants to discover the region’s cuisine. Consider unique culinary experiences like wine tastings or cooking classes.

Group bonding activities

Plan special activities to strengthen group cohesion. Games, friendly competitions, or creative workshops can create moments of laughter and sharing.

Free time for each group member to explore

Give participants free time to make their own discoveries. This allows everyone to follow their personal interests and create unique memories.