Response & Quoting Timeline
- When you send us a new request we will respond the same day to let you know that we are working on your request.
- We aim to provide a menu of hotel quotes that fit your group’s needs within 24–36 hours of receiving your request (excluding weekends).
Booking & Contract Process
- Once you select a hotel that works best for your group, you may ask us to book it as definite.
- The hotel will then send a contract directly to you.
- We do not hold space at any hotel until you request that it be booked and a contract is issued.
Post-Booking Communication & Responsibilities
- After your group is booked and confirmed, your primary point of contact will be the hotel directly.
- The hotel will reach out with the contract, or we will provide you with the hotel contact managing your group.
- It is important that group-specific details are communicated directly with the hotel, including:
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- How you would like your rooms blocked together
- Arrival and departure times
- Meal functions, times, and menus
- Special services (baggage handling, added security for student groups)
- Parking needs and costs, including oversized vehicles
Hotel Policies & Group Benefits We Help Negotiate
- We help request standard group policies while checking availability and rates, which may include:
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- One complimentary room per night for every 20 paid rooms
- Discounts for motor coach drivers
- Motor coach parking on property (in most locations)
- Optional baggage handling services
- Flexible deposit schedules (30, 60, or 90 days prior to arrival, depending on group size)
- Cancellation policies allowing penalty-free cancellation 30, 60, or 90 days prior to arrival (varies by hotel and location)
- Submission of a room list typically 21–30 days prior to arrival
