Hotel Booking 101

Before your start booking hotel rooms for your family reunion, consider these important tips provided by the Metro Detroit Convention and Visitors Bureau.

DETERMINE YOUR HOTEL NEEDS

• Budget – How much are you willing to spend per night?

• Location – Based on your itinerary, what area would work best?

• # of Rooms – This should be determined based on your past reunions 

• Amenities – (i.e. If you have a lot of children in your group, you may want to choose a hotel with a pool and game room.)

• Banquet/Meeting Space – Are you planning a banquet or a meet & greet?

• Shuttle Service – Do you have a large number of relatives who will be traveling by air?  If so, you may want to find a hotel that offers an airport shuttle service.

SELECTING YOUR HOTEL

• Schedule an Appointment with the sales manager (If you just “walk in”, you risk not being able to meet with the right sales manager.)

• Consider Proximity to shopping, restaurants and attractions 

• Understand the Policies (food & beverage, pets, children, etc)

COMMONLY USED TERMS

• Room Block – number and type of rooms the hotel holds for you

• Room Nights – number of rooms reserved times the number of days (25 rooms for 2 nights = 50 room nights)

• Room Pick up – number of rooms used 

• Rack Rates – The hotel’s official posted rates for sleeping rooms

• Group Rates – also known as net rates, refers to discounted room prices given to clients for brining in a large number of rooms

• Flat Rate – refers to a single group rate for all sleeping rooms

• Attrition – liability to pay the hotel for unused room nights

• Cut off Date – refer to the last day to make reservations at the group rate

• Early Departure Fee – a fee to guest who have checked out prior to the reserved check-out date

CONTRACT REVIEW

• Review contract with committee members before signing 

• Identify and make sure you fully understand the terms of agreement

• Make sure all items discussed are clearly outlined in the contract

• Make sure you have a signed copy of the contract

INFORM YOUR FAMILY

• Available Room Types and amenities (i.e. 10 doubles, 10 singles, 3, suites)

• Room Rates with Applicable Taxes

• What’s included in the rate (i.e. breakfast)

• Last day to make reservations at the group rate 

• Additional Fees (valet parking, rollaway beds)

• Hotel Services (i.e. airport shuttle, business center)