Multiple meetings and deadlines can make business travel stressful. Booking hotels that suit you can add to the stress of business travel. Finding the right hotel for your conference or meeting with clients is essential. You can focus on your productivity rather than worrying about uncomfortable pillows or unreliable wifi.

You can make seamless hotel reservations for business with a little planning and some insider information. Here are 10 tips that will help you book accommodations without worry.

1. Get the Best Rates by Booking Early

Book your hotel room in advance to get the lowest rate. As rooms are filled and the availability of rooms decreases, hotels will raise their rates. Booking early allows you to take advantage of the lower base rates.

Booking gives you more options for rooms. Booking early gives you a greater chance to reserve your preferred dates, rooms, locations and upgrades. You can reserve the ideal room for your trip.

You can also enjoy peace of mind by booking early. Booking early will save you the stress of trying to find a room at an affordable rate as your trip approaches.

2. Join Hotel Loyalty Programs

Hotel loyalty programs offer benefits and rewards to frequent guests. Sign up for frequent guest programs at hotels to make the most of your business trips. You can enjoy a variety of benefits as a loyal member.

• Earning points for your stay
• Upgrades to rooms are complimentary when available
• Late Checkout
• Welcome snacks, drinks and bonus points
• Priority check-in early and late checkout is available.
• Free WiFi
• Hotel discounts on dining, spa treatments, and other amenities

The hotel staff will often give priority to elite members when it comes to any problems that may arise during your stay. You can take advantage of loyalty programs by checking the chains you frequent to see what benefits are available.

3. Access Corporate Rates

Hotels are often willing to negotiate corporate rates for companies that book hotels frequently. Hotels will offer discounts to companies that are able to guarantee business. This can result in many nights of room bookings.

Companies sign contracts with the hotels that specify the discounted rates to access them during hotel reservations for business. The corporate ID is used by employees to book hotels at the discounted rates.

Tips for booking corporate hotels

• Get corporate codes for major hotel chains by working with the travel manager or purchasing department of your company. Most likely, they have already negotiated deals.
• Contact the sales managers of hotels that you frequently stay at to inquire about corporate rates. Give information about your usual booking volume.

4. Check “Last room” availability

Hotels often offer a limited number rooms at a reduced “last-room-available” rate when they are close to full occupancy. The hotels can sell the remaining rooms while the travelers benefit from lower rates by booking last-minute.

Last-room discounts:

• Flexible with your travel dates. When available, hotels will offer discounted rates 1-2 weeks in advance.
• Ask the hotel directly if there are any last-minute rates available for your dates. Online discounts are not always advertised.
• Book on the day you arrive to get great rates.

Last-room availability can save you money on hotel expenses if you are persistent and flexible. These rates may have more restrictive cancellation policies than regular rooms.

5. Leverage Travel Management Software

Booking business hotel rooms with travel management software can be a great way to save money. By automating the booking process, Travel software saves companies both time and money.

The following are some of the key benefits to using a travel management system for hotel reservations:

• Hotel rooms at last-minute rates and corporate preferred rates
• Compare hotels on the basis of price, location, features, etc. to find the best choice
• View all bookings, both upcoming and previous, in one dashboard
• Routing approvals automatically reduces paperwork
• Hotel budget tracking in real-time and reporting
• Integrate with expense reporting systems to receive seamless reimbursement
• Booking hotels with your mobile app

Travel management software allows employees to book business hotels in accordance with company policies. The central booking platform gives visibility to hotel expenditures and hotel rates that are not available on public websites. Travel managers can use the insights they gain to optimize hotel programs. Travel management software simplifies and streamlines business hotel bookings for a cost-effective, streamlined process.

6. Check Location and Amenities

Consider the location and amenities that will best suit your business needs when booking a hotel. Consider these factors:

WiFi: A reliable, fast internet connection is essential when travelling for business. Choose a hotel that offers free WiFi throughout the entire property, including in your room.

Gym: You’ll still want to keep up your workout routine when you travel for business. Look for hotels with a fitness center that is open 24/7.

Central Location: An hotel located centrally makes it easy to travel to meetings and clients.

7. Review Cancellation Policies

When booking business trips, it is important to understand the cancellation policy of a particular hotel. If your plans change, you don’t want to be forced to pay for hotel nights that were not used.

• When booking, check the cancellation deadline. Most hotels require 24-48 hours notice before check-in. However, policies can vary.
• Ask if you need to pay a deposit at the time of booking. Some hotels require a deposit equal to one night of stay.
• Check to see if there are different cancellation policies for special events or dates of high demand. During high demand periods, restrictions are often in place.
• Booking refundable rates will give you maximum flexibility. These rates tend to be more expensive.
• Use travel management software to keep track of business hotel reservations. You can also receive alerts regarding upcoming deadlines for cancellations.

8. Get Room Upgrades

There are multiple ways to upgrade your room. Below are some of the ways you can upgrade your room.

Ask for an upgrade when checking in: You can often get a complimentary upgrade by asking politely the front desk agent at the time of check-in. If there are rooms available, they may upgrade you.

Join hotel loyalty programs: When you sign up for loyalty programs such as Hilton Honors or Marriott Bonvoy you can get room upgrades.

Travelling during low-peak seasons: When you visit the hotel in a less busy season, it is more likely that they will be able to upgrade your room type. Weekends and weekdays are less popular.

Tell the staff about special occasions: Let them know that you are celebrating something special like an anniversary. As a goodwill gesture, they may upgrade your room.

9. Read Hotel Reviews

When selecting a business hotel, reading reviews and ratings is a great way to make a difference. These insights provide much more information than what is presented on the official hotel website.

Reviews can highlight the service level received which is important for a successful business trip. The professionalism and responsiveness of the hotel staff can have a significant impact on your experience.

For a productive trip, it is important to get feedback on the room’s cleanliness, comfort and noise level. After a day of meetings, a peaceful environment that promotes relaxation and work is essential.

10. Confirm Bookings and Follow Up

Confirming your hotel reservation and checking in closer to the travel date will ensure a stress-free trip. This step confirms the accuracy of your booking and acknowledges any special requests, such as room preferences or an early check-in.

Confirmation gives you peace of mind, and it prevents any last-minute surprises. These proactive measures ensure a smoother, more enjoyable stay and allow you to focus on your priorities.