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How To Shop Hotels Through CVBs

6) Select your service level.

You know the way your group likes to travel and what kind of service they expect in a hotel, so there’s no use in getting price quotes from full-service business properties if you just need simple rooms and a continental breakfast. Baggage service is probably important for your group, but room service may not be. Your CVB can narrow down the list of potential hotels based on the level of service you specify.

7) Name your price (range).

The more rooms you book at a hotel and the longer your stay, the more leverage you will have in price negotiations. So, though the hotel usually sets the price when you book a single room, you have a much bigger say in the price when booking a tour group. Let your CVB rep know what your ideal price range is and ask whether it’s reasonable for the area. Then have your rep include your budget in the bid request sent to the properties.

8) Include amenities and discounts.

In addition to favorable pricing, you can use your buying power to negotiate special amenities or discounts with hotels, and you should note those requirements in the details you provide the CVB in your hotel search. Many groups require a free room or two for the escort and the bus driver. Others might ask for free motorcoach parking, internet access or breakfast buffet coupons if they are not normally included at a hotel.

9) Set the terms.

When you book more than a handful of hotel rooms, many properties will ask you to sign a contract to formalize the arrangement. There’s nothing wrong with this, but you need to make sure there isn’t language in that contract that could penalize you if your trip doesn’t sell well. When working with a CVB, stipulate that you want bids from hotels with no attrition clauses so they can’t charge you for unsold rooms in your block and with favorable payment terms so you don’t have to prepay the hotel before you have collected money from your customers.

10) Arrange CVB services.

Once you have collected hotel quotes and chosen a property for your stay, keep the CVB in the loop about what you have decided to do. Not only does this help them track the effectiveness of their work, but it also allows them to provide extra service for you. Many CVBs will provide welcome gifts for your group or even arrange to have someone from the bureau welcome your travelers when they arrive at the hotel. They may also be able to help you set up dinner and entertainment at your accommodations.

Brian Jewell

Brian Jewell is the executive editor of The Group Travel Leader. In more than a decade of travel journalism he has visited 48 states and 25 foreign countries.