How to Book Hotels For Large Groups, Part 1: Considering Your Group’s Purpose

Sara Kern
February 28, 2023
How to Book Hotels For Large Groups, Part 1: Considering Your Group’s Purpose

Booking a hotel for a large group can be a daunting task, but it doesn’t have to be. With the right planning you can get the perfect rooms with great hotel group rates— and then get back to whatever else you’d like to be doing.

A successful group booking requires taking into account individual preferences, preferred amenities, proximity to important locations, special accommodations, traveler loyalty programs, transportation options, and the safety of the area — as well as the type of group traveling.

Once you have that, you can typically find properties willing to give you a discounted rate to reserve ten or more rooms, if you’re willing to negotiate with them directly or have someone like Hotel Engine to do it for you (for free).

So, how do you actually book a hotel for a large group? What do you need to remember, and what should you be looking for in the property you select?

Can you really find a group reservation to meet everyone’s needs?

In this two-part article, we’ll provide you with everything you need to find the perfect stay.

Part 1 will cover what you need to consider when you book a hotel for a particular kind of group, and Part 2 will cover tips for booking the perfect property to meet your group’s unique needs.

Ready to learn how to find your next group hotel booking, without the hassle?

Let’s get started.

Consider Your Specific Group

Whether you’re planning a school trip, work crew, business retreat, professional business event or special occasion, each group requires unique accommodations that cater to their needs. If you’re planning to meet clients while you’re out of town, for instance, you wouldn’t want to invite them to a budget motel room.

Let’s discuss some different types of groups and how best to accommodate them when you’re traveling.

For a School Group or Trip

For a school trip or school group, safety is the top priority. Booking a hotel in a safe area is crucial for this type of trip.

But students are bound to be excited at the opportunity to leave the classroom, and an overnight trip can change the way kids see school altogether. So another thing to consider is what amenities you might be able to offer your students. Is a hotel with a pool or fitness center an option? Or would it be better to avoid those?

The answers to these questions are worth considering.  

For a Work Crew

If you’re booking a hotel for a work crew, the priorities are completely different.

The most important thing is to find a property near the work site — and provide a way for your crew to get there, whether that’s a car or a nearby public transportation option.

Next, think about how long your crew is going to be there. Are the hotel rooms nice enough to live in for a month or more? Does it have the amenities your travelers might need? Is there a meeting room, wifi, or a business center?

Think about whether your crew should be expected to cover their own incidentals deposit or if you should work with the hotel (or the lodging experts at Hotel Engine) to ensure your team doesn’t have to use their personal credit cards at check-in.

Finally, look for a hotel with a breakfast buffet option to save your crew the hassle of finding food before work.  

Group hotel booking

Business Retreats, Team Offsites, and Professional Events

These trips break up the daily routine and allow for excellent teambuilding opportunities — but the experience will be more effective with great lodging and business-friendly functionality.

Start by looking for a comfortable hotel, ideally with amenities that provide everyone with the comfort they expect, as well as the convenience to bring your group together for activities. Hotels with convention halls or meeting spaces make great options, as they already have spaces on-site where your team can gather for a presentation, or meet and greet at an on-site restaurant.

If you’re hosting a conference or large meeting, you may even be able to find a great group hotel booking at a hotel with event planning, audio/visual or catering support.  

Weddings and Special Occasions

Family reunions, birthday trips and weddings are rare and special events, and deserve a setting to match.

Consider who will be attending the event. Will there be children in the group? Do you need to be close to a particular relative or location?

You might want to find a great family-friendly hotel, or one with suites to accommodate family groups. Luxurious amenities or play areas for the kids will make your event even more special.

Of course, you may find that your group has a range of specific needs, so locating the perfect hotel may be a challenge.

More information can be found here.


Booking a hotel for a group can be intimidating, but it doesn’t have to be.

For more tips on how to book the perfect hotel for your group’s needs, check out Part 2: 8 Tips For Every Group Hotel Booking.

Or, if you’re ready to get started booking, let Hotel Engine help. You’ll be provided with a dedicated Group Sales Manager to take over the whole process, from the search to the booking and beyond. Save time and money and get great group hotel rates at any of our 700,000 properties.

Get started booking your group lodging today!

Go to Part 2: 8 Tips For Every Group Hotel Booking

Article written by
Sara Kern

Sara Kern is a Copywriter at Hotel Engine. She worked as a writer in the tech and apparel industries for almost a decade before joining the HE family, but also has experience coordinating business travel for fast-moving nonprofits, so she knows firsthand how hard it can be. She joined Hotel Engine in 2022 and is excited to be a part of the movement to radically simplify trip management for everyone.

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