How to Handle Large Group Hotel Bookings

Most hotel owners and managers aspire to increase their revenue and one way to do that is to know the best hotel market segments to focus on. In the hospitality industry, there are broad segments and several sub-segments that can be taken advantage of. These include transient or individual travelers, corporate or business travelers, and group travelers–market segments that present the opportunity to get large group hotel bookings and impact your revenue. The question is, are you prepared to handle them?

Running a hotel and ensuring its operations are optimal require a lot of effort. The challenge goes a notch higher when the number of guests increases. To ensure that you and your hotel staff are ready for it, here are some tips to handle large group hotel bookings.

5 Tips to Handle Large Group Hotel Bookings

1. Be clear about policies.

One of the most important considerations to look into is your hotel policies. Remember that you will be handling large groups. Review your terms and conditions, cancellation, deposit, and refund policies. You wouldn’t want to deal with problems regarding cancellations or refunds as these may have a huge impact on your bottom line.

2. Customize for large group bookings.

You cannot aim for large group hotel bookings if you’re not ready for it. Customize your property so you can get large groups coming to your door. Those who book for large groups research hotels with facilities that are suited for them. Make sure that you’ll stand out as their top choice. Here are some tips for you to consider:

• Offer discounts for group bookings;
• Make amenities and special treats available for group events;
• Create packages that will include food, lodging, and transfers to make organizing large groups easier for them;
• Offer activities within your hotel that can keep them busy while having fun.

3. Collect information in advance.

Make check-ins less chaotic when handling large group hotel bookings. Consider the number of guests that will arrive, the amount of time it will require to complete their information, and the buildup they may create in the lobby. 

Make everything more convenient for them. Collect information in advance through your contact person. Send them a form that they will need to submit online ahead of their booking.

4. Prepare your hotel amenities.

If you will focus on large group hotel bookings, it is important to ensure that there will be a sufficient supply of hotel toiletries, quality linens, in-room equipment, and other essentials that you usually provide hotel guests. 

• Check in-room equipment and make sure that they are functional.
• Check the liquid soap and shampoo dispensers and refill them as needed.
• Provide the right number of hotel toiletries per room.
• Replenish the hotel minibar.
• Prepare extra mattresses or linens in case there are add-ons to the usual occupants of a room.
• Set up Senior and PWD-friendly access and amenities.

5. Help them achieve a memorable experience.

Guest satisfaction is key to getting more bookings–including repeat and new ones. The quality of services you’ll provide can add up to a luxurious hotel experience. 

• Train hotel staff in assisting large groups.
• Be attentive to their requests or concerns.
• Try to be of help as much as you can, especially if there are difficulties encountered.
• Inquire about the purpose of their stay and customize a treat for them.

ALSO READ: Key Steps to Make Hotel Rooms More Competitive

Accommodating large groups for your hotel will impact your revenue. As it isn’t a simple task, you have to prepare your hotel or resort before accepting guests. Keep in mind that while modifications are necessary to engage the ones who are tasked to book a hotel, everything will be worth it especially if you can offer them a personalized and luxurious experience–two reasons that will make them come back and promote your hotel to other potential guests.

Make your hotel and its amenities worthy of your guests’ money. Check out hotel guest amenities and brands that other world-renowned hotels use. Send us a message today so we can help you.

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