Myth vs. Fact: The Truth About Instant Hotel Booking for Groups

The landscape of group hotel bookings has evolved dramatically, particularly with the rise of instant booking platforms like GroupSync.

In 2024 alone, there has been a 97% increase in instant bookings compared to 2023, a testament to the growing trust and reliance on this efficient booking method. However, myths and misconceptions still abound.

Let’s debunk some common myths and present the facts about instant booking of hotels for groups:

Myth #1: The Person Who Books the Room Block is Responsible for Paying for ALL of the Rooms

MYTH: If you book a room block, you’re on the hook for paying for all the rooms.

FACT: Guests pay for their own rooms within your room block.

As the room blocker, a credit card is required to secure the reservation. This is very similar to transient travel. For example, when you book one hotel room for a weekend getaway.

After the room block is secured, your primary responsibility is to share the room block information with your guests so they can book their own rooms. You’ll want to collaborate with the hotel to monitor room bookings and ensure your guests book by the specified deadline.

Understanding the contract details, including the booking cutoff date, will be crucial to managing the room block effectively. Check out this article about the hotel attrition clause for 5 tips to help you avoid potential penalties and save your group some money.

Myth #2: Only Hotel Sales Staff Will Give Me the Best Rates

MYTH: The best rates can only be secured through direct negotiations with hotel sales staff.

FACT: Real-time rates in GroupSync™ are the same rates that hotel staff see.

GroupSync’s proprietary algorithms interface directly with hotel systems to offer the same competitive rates the hotel website provides. This automated process ensures transparency and consistency in pricing, allowing you to secure the best rates without the need for direct negotiations.

Myth #3: I Can Only Book a Room Block During Normal Business Hours

MYTH: Room blocks can only be booked during normal business hours when hotel staff are available.

FACT: Similar to Myth #2 above, you don’t need to talk to hotel sales staff to book a room block. Book what you want, when you want.

Instant booking is available 24/7. You can book a room block at any time, day or night.

Additionally, you can submit a Request for Proposal (RFP) online at your convenience, ensuring flexibility and efficiency in your planning process.

Myth #4: I’m Not a Professional Meeting Planner, How Do I Know I’m Getting a Good Rate?

MYTH: Without professional meeting planning experience, it’s impossible to know if you’re getting a good rate.

FACT: GroupSync provides access to historical data, including Average Daily Room Rate and Occupancy charts, giving you valuable insights into expected pricing.

This data-driven approach helps you make informed decisions, ensuring you get the best possible rates for your group booking.

Myth #5: I Have to Arrange My Own Catering and Bring My Own A/V Equipment

MYTH: Booking a meeting space online means handling your own catering and A/V arrangements separately.

FACT: Many hotels have on-site restaurants and in-house tech experts available to provide Food & Beverage and set up A/V equipment for your event.

You can seamlessly add Food & Beverage (F&B) and A/V requirements to your instant booking in one transaction.

For RFPs, you can include these needs in your proposal, streamlining the entire event planning process from the start.

Myth #6: I Can’t Get Hotel Rewards Points If I Book a Room Block

MYTH: Booking a room block means missing out on hotel rewards points.

FACT: Many hotel brands, including Hilton and Marriott, offer rewards programs specifically for event planners.

For example, Marriott’s Rewarding Events and Hilton’s Honors Event Planner Program allow you to earn points for bookings made within your room block.

This ensures that both you and your guests can benefit from hotel loyalty programs.

Myth #7: I Can’t Start Sourcing Hotels Until My Event Date is 100% Solid

MYTH: You need to have a confirmed event date before you can start sourcing hotels.

FACT: Even if your event date isn’t set in stone, you can still begin the sourcing process.

Provide the hotel with your tentative dates, such as the month or potential weekends that you think will work.

Including this information in your RFP can open the door to negotiations and flexibility from the hotel. A detailed RFP can turn a “no” into a “maybe” and potentially secure better options for your event.

Instant booking is a game changer when it comes to booking hotels for small groups and meetings.

There are a lot of misconceptions about instant booking. But at the end of the day, instant booking is designed to make booking hotels for groups easier and more efficient.

Whether you’re organizing a sports group, arranging an educational trip, or coordinating a small business event, instant booking offers a quick, convenient, and efficient solution to secure guest rooms and meeting space for your event/group.

Sign up for a free GroupSync account and discover how easy it is to reserve the perfect hotel for your group.