Making Corporate Group Travel a Breeze: Your Hotel Selection Guide

by | May 16, 2024 | For Organizers

Picture this scenario: you’re tasked with coordinating travel arrangements that shift unpredictably due to the dynamic nature of business demands. From orchestrating accommodations for an executive board meeting, to organizing stays for field engineers en route to a distant installation project, the variables are endless. With the wide variety of personalities, preferences, purposes, and budgets that a corporate meeting or event planner can face, we know you need a tight list of considerations to address with each set of stakeholder’s demands.

Your Go-To Tips for Picking the Perfect Corporate Group Hotel

Location Is Everything

Envision a hotel positioned so ideally that the airport, your key meeting spots, and the best local entertainment options are just moments away, minimizing travel stress and maximizing the team’s time to deliver on their purpose. Knowing the purpose of your group’s itinerary is key to nailing their lodging location. Have a group who is flying in and out for a same-day meeting with key decision makers? Make sure the hotel’s meeting space is close to the airport and that the onsite restaurant has high quality cuisine! Team bonding? Book a property at a golf resort or in a bustling downtown area. Understanding the purpose and key outcomes of the meeting or event can help you quickly narrow down the perfect location for each request.

Size Matters

Global hotel brands are known for their reliable quality and consistency. Many frequent corporate travelers have their preferred brand as they know what to expect. Hotel brands with expansive footprints can be an easy choice to suit your group’s needs, but don’t overlook the unique charm of boutique accommodations with different amenities. If it’s a smaller group that’s traveling, boutique hotels could be a great option for team building trips due to the quaint environment many independent properties have.

ATTRIBUTES Make a Big Impact 

Whether it’s the flow of your meeting space and pre-function areas, or comfortable break-out rooms for problem solving discussions, the attributes of the hotel you choose for your corporate group is likely more important to the success of the trip than the rooms themselves. Is your team driving and need parking, valet, or concierge service? What about accessibility for team members with different physical abilities? Unique onsite restaurant experiences or outlet options that offer something different? Gathering a list of the top amenities and required hotel features from the group you’re planning for will make it easier for you to source the best hotel for their needs.

Dining That Delights

If meals are on the agenda for your stakeholders, onsite dining will be the easiest way to help keep your costs on budget. Many properties have elevated dining experiences—the best will offer local or unique food options that enhance your attendees’ time— so hotels that boast excellent on-site dining or customizable catering services within budget are ideal. And here’s a tip: when sourcing hotels we recommend sharing your group’s realistic F&B spend as it shows the overall value of your program to the hotel. The better the value, the more flexibility a hotel has with booking timeframes, concessions and earning your business.

Booking Made Easy

Say goodbye to booking headaches! The ideal hotel will offer a straightforward process for managing your group’s stay. And with GroupSync™, organizing everything from hotel sourcing to awarding your business just got a whole lot easier.

Streamlining Your Hotel Sourcing and Booking with GroupSync

The challenges of finding the right hotel that meets the needs and preferences of the various stakeholders you’re working with AND keeping budgets, expectations, and timelines in check is a non-stop juggling act. That’s why leveraging the right tools is crucial for modern corporate travel planning.

GroupSync is designed to address the complexities of corporate group accommodations, offering a comprehensive platform where planners can streamline their meetings and events, seamlessly source and compare hotels, and manage RFPs and bookings, all in one website.

Create your FREE GroupSync account and start browsing the best hotel options for your next corporate event!