Business Travel Guide
Corporate Hotel Codes: How to Get Corporate Rates at Hotels
Corporate hotel codes are a great way to get discounted rates at hotels for business travel. These codes are typically negotiated between companies and hotel chains and can provide significant savings on accommodation costs. However, not all companies have access to these codes, and not all hotels participate in corporate discount programs.
When booking with corporate hotel codes, it’s important to do your research and compare rates to ensure you’re getting the best deal. Some hotel chains may offer better discounts than others.
While rates can vary depending on the time of year and location. By taking advantage of corporate hotel codes, companies can save money on business travel and make the most of their travel budget.
What are corporate hotel codes?
Corporate hotel codes are pre-negotiated rates that hotels offer to specific companies or organizations. These rates are typically lower than the publicly available rates and are intended to provide a discount to eligible travellers.
Companies can negotiate these rates by agreeing to book a certain number of room nights or by demonstrating that they bring significant value to the hotel.
Corporate hotel codes are a way for hotels to attract business travellers and build long-term relationships with companies. By offering discounted rates to eligible travellers, hotels can increase their occupancy rates and generate more revenue.
Lastly, companies can save money on their corporate travel expenses and ensure that their employees have access to comfortable and convenient accommodations.
Types of Corporate Rates
There are several types of corporate rates that hotels may offer. These include:
- Negotiated Rates: These are rates that a company negotiates directly with a hotel. The rates are typically based on the volume of business that the company can bring to the hotel.
- Volume Discounts: These discounts are based on the number of room nights that a company books with a hotel. The more nights that are booked, the greater the discount that is offered.
- Consortia Rates: These rates are negotiated by travel management companies on behalf of their clients. Consortia rates may be available to a wide range of companies, but they are typically only available to those who book through the travel management company.
- Industry Rates: These rates are offered to employees of specific industries, such as airlines, travel agencies, or government agencies. Proof of employment is typically required to access these rates.
Corporate hotel codes are a way for companies to save money on their travel expenses while providing their employees with comfortable and convenient accommodations.
By negotiating rates directly with hotels or through travel management companies, companies can access discounted rates that are not available to the general public.
Eligibility for Corporate Rates
These rates are usually lower than the regular rates and can be availed by eligible individuals.
Qualifying Organisations
Corporate rates are available to companies and organizations that have negotiated deals with hotel chains. These deals are usually made through a travel management company that has negotiated rates on behalf of the company.
In addition, some organizations like AAA, AARP, and certain trade associations have negotiated rates with hotels that their members can avail of.
Individual Eligibility Requirements
To be eligible for corporate rates, individuals must prove their eligibility. This can be done by providing a company ID or a membership card for organizations like AAA or AARP. In some cases, proof of employment or a business card may also be required.
It is important to note that corporate rates are intended for business travel only and should not be used for leisure travel.
In fact, many hotel chains do not offer corporate rates at their “destination” properties, such as those in highly sought-after vacation areas.
How to Obtain Corporate Hotel Codes
Here are some ways to obtain them:
Negotiating with Hotels
One way to obtain corporate hotel codes is to negotiate directly with the hotel. This can be done by contacting the hotel’s sales department and asking for a corporate rate.
It’s important to have a clear understanding of the company’s travel needs and to be able to demonstrate the potential for repeat business. Negotiating a corporate rate can be time-consuming, but it can also result in significant savings.
Using Online Tools and Services
Another way to obtain corporate hotel codes is to use online tools and services. Many websites offer corporate rates to businesses of all sizes.
These websites often have agreements with hotels that allow them to offer discounted rates to their customers. Some of the popular websites include Hotel Engine, Upgraded Points and Milepro.
Corporate Travel Agencies
Corporate travel agencies can also help businesses obtain corporate hotel codes. These agencies have relationships with hotels and can negotiate rates on behalf of their clients.
In addition to negotiating rates, corporate travel management companies can also provide other travel-related services such as booking flights and rental cars.
Overall, there are several ways to obtain corporate hotel codes. Negotiating directly with hotels, using online tools and services, and working with corporate travel agencies are all viable options. By taking advantage of these options, businesses can save money on their travel expenses and make their travel budgets go further.
Negotiation Tips for Securing Corporate Rates at Hotels
Here are some expert negotiation tips to help you secure corporate rates at hotels:
- Identify Your Needs
Clearly define your accommodation requirements, including the number of rooms needed, duration of stay, and preferred amenities. Determine the frequency of your visits to the area to negotiate suitable terms for a long-term partnership. Understanding your needs will enable you to articulate specific requests and tailor the negotiation process to align with your priorities.
- Build Relationships
Establishing a strong rapport with hotel representatives can significantly influence the negotiation process. Attend industry events, engage with hotel managers, and leverage existing connections to foster relationships. Building trust and rapport can lead to more flexible negotiation terms and access to exclusive corporate rates and benefits.
- Highlight Potential Business Opportunities
Demonstrate the value of your business to the hotel by highlighting potential revenue opportunities. Provide insights into the frequency and volume of bookings you can generate, particularly during off-peak seasons or low occupancy periods. Emphasize the potential for repeat business and referrals, showcasing your commitment to establishing a long-term partnership.
- Be Flexible
Flexibility is key to successful negotiations. Remain open to compromises and alternative solutions that meet the needs of both parties. Consider factors such as flexible cancellation policies, complimentary upgrades, or value-added services to enhance the overall agreement. A willingness to adapt and negotiate in good faith can lead to mutually beneficial outcomes.
- Review and Renew Contracts
Once negotiations are finalized, ensure to review the terms of the contract regularly. Monitor market trends, changes in business travel patterns, and competitor offerings to assess the competitiveness of your corporate rates. Renew contracts in a timely manner, leveraging performance data and feedback to negotiate improved terms or additional benefits.
Maximising Value
When it comes to getting the best corporate hotel rates, there are a few ways to maximise value. Here are two ways to do that:
Leveraging Company Size and Frequency
Larger companies with more employees travelling regularly can negotiate better rates with hotels.
By establishing a long-term relationship with a hotel chain, companies can secure lower rates for their employees. Moreover, companies can use their negotiating power to secure additional perks, such as free breakfast or upgraded rooms.
Another way to maximise value is to track and analyse the company’s travel patterns. By monitoring the frequency of travel, companies can identify opportunities to negotiate better rates.
For example, if the company frequently sends employees to a particular city, they can negotiate a better rate with hotels in that city.
Combining with Other Discounts
Corporate hotel codes can be combined with other discounts to maximise savings. For example, companies can use their membership in organisations like AAA to access additional discounts on top of their negotiated rates.
Additionally, companies can take advantage of credit card rewards programmes that offer discounts on hotel stays.
It’s important to note that corporate hotel codes should only be used for business travel, as the discounted rates are not intended for leisure. Furthermore, companies should ensure that their employees are aware of the terms and conditions of the negotiated rates to avoid any misunderstandings or unexpected charges.
Corporate Hotel Codes Common Misconceptions
There are some common misconceptions about corporate hotel codes that can lead to confusion and frustration.
One of the most common misconceptions is that corporate hotel codes are always the cheapest option. While corporate rates can often be lower than standard rates, this is not always the case.
It is important to compare rates across different booking channels to ensure you are getting the best deal.
Another common misconception is that anyone can use a corporate hotel code. In reality, corporate hotel codes are typically only available to employees of the company that negotiated the rate. Attempting to use a corporate hotel code without authorization can result in the cancellation of your reservation or even legal action.
Avoiding Unauthorised Use
To avoid the unauthorised use of corporate hotel codes, companies should establish clear policies around who is authorized to use the codes and under what circumstances. Employees should be educated on the proper use of corporate hotel codes and the consequences of unauthorized use.
Hotels can also take steps to prevent unauthorised use of corporate hotel codes. For example, some hotels require employees to present a valid company ID or a letter from their employer verifying their eligibility for the corporate rate.
By understanding common misconceptions and taking steps to prevent unauthorised use, companies and hotels can ensure that corporate hotel codes are used properly and effectively.
Conclusion
To get corporate rates at hotels, companies can negotiate directly with hotel chains, use a travel management company that has negotiated rates, or leverage rate discounts offered to members of certain organisations like AAA.
It’s important to note that corporate codes should only be used for business travel, as the discounted rates are not intended for leisure. Many hotel chains do not offer corporate codes at “destination” properties, such as those in highly sought-after vacation areas.
Frequently Asked Questions
What is the process for obtaining a corporate rate at a hotel?
Companies can obtain corporate rates by negotiating directly with hotel chains, partnering with travel management companies, or leveraging discounts offered by certain organisations. Negotiating directly with hotel chains is the most common way to obtain corporate rates. The company’s travel manager or procurement department should reach out to the hotel chain’s sales department to initiate the negotiation process.
How can small businesses secure corporate rates with hotels?
Small businesses can secure corporate rates with hotels by partnering with travel management companies that have pre-negotiated rates with hotel chains. Alternatively, small businesses can leverage discounts offered by certain organisations. It is important to note that corporate rates are typically reserved for larger companies with higher travel volumes.
What are the steps to utilise corporate discount codes for hotel bookings?
To utilise corporate discount codes for hotel bookings, travellers should enter the code in the “Corp/Promo Code” field when searching for hotels on the hotel chain’s website or third-party booking sites. It is important to note that corporate codes should only be used for business travel, as the discounted rates are not intended for leisure.
In what ways do hotels validate eligibility for corporate rates?
Hotels validate eligibility for corporate rates by requiring proof of employment or membership in an organisation that qualifies for the discounted rate. Typically, the traveller will need to show a company ID or provide a membership number when checking in.
Can individuals access corporate hotel rates, and if so, how?
Individuals can access corporate hotel rates if they are travelling for business purposes and their company has negotiated corporate rates with the hotel chain. The traveller should provide proof of employment or a company ID when checking in.
What should one know about negotiating corporate rates with hotel chains?
When negotiating corporate rates with hotel chains, it is important to have a clear understanding of the company’s travel needs and budget. The company’s travel manager or procurement department should provide the hotel chain’s sales department with a detailed request for proposal (RFP) outlining the company’s travel volume, preferred hotel amenities, and budget. It is also important to negotiate a cancellation policy that is favourable to the company’s needs.
