What does a student group leader need to consider when booking a hotel either with a Tour Operator’s help or on their own? Recently, a fellow SYTA safety committee member shared great ideas about what to consider when booking a hotel for student groups. Genie Stevenson is the Director of Sales and Partnerships at BOOKMYGROUP, so I invited her to share best practices for this edition;
Generally, school group leaders need to know common information when selecting a hotel;
- Availability on requested dates
- Room rates for single thru quad occupancy including tax/city, county, state occupancy tax, resort fee
- Is breakfast included in or, is the breakfast price inclusive of tax and service charge?
- Is there a baggage cost?
- Does the hotel have Interior corridors?
- Can the balcony/window be secured?
- Are the beds double/double or queen/double?
- Number of doubles per floor
- Number of elevators
- Are there equipment storage rooms?
- Breakfast seating capacity
- Motorcoach parking on or off property and at what cost?
- Hotel location and accessibility to events
- Investigate surrounding neighborhoods
Additional things to consider; student rooms should not connect with outside guestrooms; fire exits should be checked to ensure they are not locked or blocked; ask hotel to provide room listings; pay attention to the hotel’s condition including public areas and guestrooms; and confirm the hotel will have bedding and bathroom amenities for the number of students.
Genie also reminds up to not forget these key points:
- Ask for a menu to ensure it is student compatible and confirm serving hours
- Is there a reduced rate for bus driver breakfast or is it included?
- Availability of free meeting room for the group
- Is there a swimming pool on property; indoor or outdoor; capacity; hours; lifeguard required; any additional charge for lifeguard
- Is there free internet access in guestrooms or public areas, and if not, what is the cost?
- Is front desk staff trained to accommodate student groups?
- Name and mobile number for the Manager on Duty when group arrives
- Can the hotel turn off phones and movies in the rooms; are there mini bars, bottles of water or anything else that may create additional charges?
- The latest date to cancel without penalty
- Deposit and final payment date
- Can room block be reduced without penalty by a certain date?
- Will hotel contract be easily read and understood?
- Does hotel contract include every financial aspect and promised service?
- Can a security firm be retained to watch each floor or does the hotel provide?
Lastly, always read the contract carefully and never sign if you do not understand.
When booking hotels, a teacher might want to consider relying on a tour operator or other professional who stays current with the hotel market; regularly conducts site inspections, knows the brands and has student travel experience. Teachers will then be supported in selecting a student friendly hotel, understanding the contract process and managing any problems that could arise prior to or during the trip. If you decide to go it alone, hopefully these helpful tips will make the process easier to understand.
Here’s wishing you all safe and healthy travels!