Large Group Travel Impacts Hotel and Airfare Rates

When designing a meeting or event for a large group, expect your group travel company to negotiate discounted hotel and airfare rates. Large group travel presents a variety of specific challenges that your group travel company can help with, including:

• Picking a destination that can accommodate your large group, not just in property size, but also in the service level they deserve
• Managing transfers from the airport
• Creating catering budget and plans that provide for your large group
• Holding welcome receptions with maximum attendance
• Designing a sensible agenda for your large group that respects traffic flow

Factors That Impact Group Hotel Rates

When it comes to group hotel rates, every property is different. Your group travel company—if they specialize, like we do, in large group travel—will be able to advise you of the particulars relevant to each region and each property. Here are some general trends:

• Large room blocks with very specific room night commitments typically get the best group hotel rate
• Buy-outs of an entire property, especially resorts or eco-destinations, can provide dramatic group rate discounts, as well as an unusually cohesive and intimate experience
• Your food and beverage commitment can be a major factor in negotiating the best possible group hotel rate. Properties are more amenable to better hotel rates if they can count on a certain catering commitment.

Factors That Impact Group Travel Airfares

When it comes to group travel airfares, the situation is no less complex. In fact, airfare is notoriously volatile right now, and your group travel company should advise you of trends in the market that you can take advantage of. At Monumental Meetings, our Group Air Desk specializes in combining charters, regularly scheduled flights, and specific opportunities in the market to give our clients the best value in their overall group travel airfare budget.

Please contact the large group travel specialists at Monumental Meetings and discover how we can help you seamlessly manage great rates for air and hotel for your next event.