5 Smart Ways Businesses Can Secure Corporate Rates on Hotel Bookings

This blog helps you with tips to secure excellent last-minute corporate hotel rates. Read on to find more.

Updated On: November 27, 2024
8 min, Read

Travel is a necessary prerequisite for any business, big or small. Many corporations undertake the task of securing lucrative hotel deals. Be it a large corporate event or a business trip for a small group, there are tricks that will help you get the best corporate booking hotel rates. This can turn into significant savings for the company.

If you are planning to secure deals on corporate hotel booking, this blog will suggest some effective tricks for doing the job. You can also use these tips to secure some excellent last-minute rates on corporate hotels. Read on to know more.

1. Establish Direct Relationships with Hotels

One of the most effective ways to get corporate booking hotel rates is by reaching out directly to the hotels. There are specific rates offered to business travellers and hotels often offer discounts to parties who frequently travel to their hotels. You can reach out to these hotels directly and negotiate the prices for your firm lower than the prices offered on the internet.

Here’s how to approach hotels for corporate bookings:

You can directly contact the sales department of the hotel. All reputed hotels typically have dedicated sales teams which are trained to have such negotiations to offer you discounted deals on hotels.

If your company has employees who require frequent travel, you can ask the hotel to revise the rates even better so that more stays are booked, and the hotel can secure the bulk business.

You can also talk about other benefits like early check-in or late check-out. Generally, hotels offer complimentary breakfast as an added benefit to corporate travellers as a token of appreciation for their loyal business clients.

Businesses should seek to build long-term relationships with these hotels. This can ensure better rates and amenities for guests who opt for group hotel bookings.

2. Utilize Corporate Travel Platforms

There are dedicated corporate travel platforms for those with regular travel needs. These platforms are specially designed to offer corporate booking with the best rates, business specific amenities and also flexible cancellation policies.

Advantages of using corporate travel platforms:

Pre-negotiated hotel booking rates: There are many platforms that offer renegotiated rates, which save time, money and effort.

Access to business-oriented amenities: These platforms offer hotels business-specific amenities like high-speed internet, conference rooms, and round-the-clock concierge services.

Centralized booking and tracking: Corporate platforms also offer facilities which help businesses manage their booking in one place and plan their trip in a smart manner.

For those who often travel at the last minute, these platforms give them lower prices on hotel stays, which eliminates the need to search for good deals from various portals. This helps you get great deals, even at short notice.

3. Leverage Group Hotel Bookings for Events

If your business frequently hosts events, conferences, or retreats, you can avail of group hotel booking rates. Hotels love to accommodate large groups and often offer special rates to businesses that book multiple rooms at once. This can significantly lower the per-night cost, making it a great way to stretch your travel budget.

Flight group booking tips for securing better rates:

Book in bulk: The more rooms you book, the bigger the discount. Hotels often offer tiered pricing based on the number of rooms reserved.

Inquire about event packages: Many hotels have all-inclusive packages for corporate events, which may include meeting spaces, meals, and audio-visual equipment.

Consider off-peak seasons: If you can plan your event during a hotel’s off-peak season, you’re more likely to secure larger discounts.

Booking for a group doesn’t just mean savings on room rates—hotels may also throw in perks like free upgrades, complimentary airport transfers, or special rates on meals and beverages for event attendees.

4. Become Part of Hotel Loyalty Programs

Another smart strategy for securing corporate booking hotel rates is to sign up for hotel loyalty programs. These programs reward frequent guests with discounted rates, free upgrades, and other perks. By aligning your business travel needs with a specific hotel chain, you can quickly accumulate rewards that lead to more savings.

Why loyalty programs work for businesses:

Corporate travel perks: As a member of a loyalty program, your company can enjoy special corporate rates and early access to promotions.

Free stays and upgrades: Many loyalty programs offer points that can be redeemed for free nights or room upgrades—great for employees who frequently travel.

Priority booking for high-demand hotels: Loyalty members often get priority booking at high-demand locations, which is crucial for securing rooms during peak travel times.

Incorporating loyalty programs into your business travel hotel booking strategy is a simple way to save in the long term. Plus, it enhances the overall experience for your employees, who can enjoy added comfort and convenience.

5. Book in Advance, But Keep an Eye Out for Last-Minute Deals

It’s common practice to book in advance for better rates, but sometimes last-minute deals can surprise you. Hotels often drop prices to fill unoccupied rooms, and businesses can take advantage of these discounts if they’re flexible with travel dates and hotel choices.

How to strike the right balance:

Plan ahead for corporate events: For large groups or corporate events, booking early is your best bet. This ensures that your group can stay together and enjoy pre-negotiated rates.

Watch for last-minute offers: For individual business trips or smaller teams, use travel apps like Adani One or travel platforms that specialize in last-minute bookings. Some of these platforms offer real-time discounts that are significantly lower than standard rates through their promotional offers.

Be flexible with your location: If location isn’t critical, consider hotels slightly outside the city centre. These properties often offer lower rates, especially for last-minute bookings.

Using a combination of both advance booking and last-minute deals helps businesses find the best of both worlds—guaranteed rooms at competitive rates when booked early, and the potential for last-minute bargains when flexibility is an option.

By using these five strategies, businesses can effectively secure corporate booking hotel rates that save money while offering convenience and comfort. Whether through building direct relationships with hotels, utilizing corporate travel platforms, or leveraging loyalty programs, your business can easily navigate the complexities of business travel hotel booking.

Remember, the key to securing the best rates lies in flexibility, advanced planning, and forming strong partnerships with hotels and travel platforms. Keep these flight group booking tips in mind, and you’ll be well on your way to optimizing your company’s travel budget while ensuring a smooth and enjoyable stay for your employees.