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How To Avoid Hotel Cancellation Charges

Cancellation fees vary based on each hotel and facility’s cancellation policy. When booking group blocks for your traveling crews, it is important to be aware of the hotel cancellation policies upon booking, as hotel policies differ, and in many cases once you book a reservation you “own” it. And there is no opportunity to change the reservation or cancel it, even if your job is cancelled, delayed, etc. Here are some tips to save on corporate lodging solutions.

1. Always Book Refundable Rooms

Don’t automatically book a hotel rate that is the lowest. As many times, this means that the reservation is not refundable. Some lodging facilities will offer refunds. Typically, refundable rooms have a higher price tag, but they come with greater flexibility when it comes to cancellations. If for any reason, you need to cancel your reservation, you might get a refund on your room. However, some hotels will still charge cancellation fees despite refunding the room price.

2. Know the Cancellation Guidelines

You want a flexible policy to work with your travel plans but also reasonable regarding how much you will be charged if you cancel. You should also look at the terms and conditions before purchasing a reservation to get an idea of how much it will cost if there is any cancellation charge (if there is one). It’s best if these terms are clearly stated, so there isn’t any confusion when making your reservation. Call the hotel directly if you need clarification. Or work with a crew lodging provider that offers same day cancellations, allows no-shows, and offers complimentary changes and cancellations.

3. Become Familiar With Deadlines

The terms and conditions, which can be found in the fine print of your corporate lodging contract with a hotel chain. Take the time to review the contract as it may contain important information about what you’re signing up for. The cancellation deadline is the time you have to cancel without penalty. You should ensure you know the cancellation deadline for any reservations you make because it can be as little as 24 hours or as long as 48 hours (or more) before your arrival date.

4. Negotiate Your Non-Refundable Reservation

If you’ve booked a non-refundable rate, then there’s no way around paying what’s owed if you cancel—even if that means paying for multiple nights’ stay when only one was used. However, some hotels might allow exceptions to this rule under certain circumstances; for example: If there’s inclement weather at that destination during your stay dates or if there was an emergency in your party.

5. Modify Your Reservation

In many cases, even if you’re past the cancellation deadline, there’s a trick to avoid cancellation charges. Instead of canceling, try to modify your reservation for another date. Once the date is moved into the future, you can cancel your reservation without charge since you’ll be back in the cancellation period. 

Hire Experts to Avoid These Charges

If you do not have the time to manage this process look for other options available to assist your organization in eliminating cancellation fees. Consider hiring crew logistic experts to deal with all the planning, the tracking and the management of the process. CrewFacilities has experts in the industry that have been arranging crew lodging and traveling for decades. When challenges occur, having the right team by your side who can help you avoid unnecessary fees and charges can save your company unnecessary overhead, adding money back to the project’s bottom line. Contact CrewFacilities today and learn more about our lodging logistic services.

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