Question 1

How does it work?

Accepted Answer

Simply email us (mailto:info@traveladvocates.com)or fill out the form on our Book Now (javascript:void(0))page, and we will contact every appropriate hotel in the requested destination to get you the lowest room rates with the most flexible contract policies within 24 hours of your request. One of our group experts will email you a list of hotel options to choose from, and you can pick the hotel that works best for your group. We will send you the contract for you to review and sign. There are no booking fees or obligations.

We are with you every step of the way: we are your one point of contact to handle the negotiations, contract, rooming list, and billing for you. Should you need to add or subtract rooms, you contact us. Should someone need a fridge in the room or need connecting rooms, add those notes to the rooming list as we handle all of that for you. Rest assured knowing we hold your hand throughout the entire process. And in the rare instance when something goes wrong at the hotel, we fight those battles for you to help you get money off the bill. We are in this together!

Question 2

Which hotels do you work with and where are they located?

Accepted Answer

If you can name the hotel, we work with them! We are proud to work with all of the major hotel companies as well as individual boutique hotels throughout the world. Contact us to get rates at Marriott, Hilton, Intercontinental, Best Western, Wyndham, and all other group-friendly hotels sent to you within 24 hours. Whether you need a budget-friendly Days Inn or the luxurious Four Seasons, we will negotiate the best rates for your group. Click here (https://www.traveladvocates.com/our-partners)for more information.

Question 3

What do you charge for your service?

Accepted Answer

This is a complimentary, no-cost service to you; there are no booking fees or obligations. The hotels compensate us for sending them group business. Thanks to our unique hotel relationships, our rates will be the same rates, if not lower rates, but never higher rates, than if you were to call each hotel directly.

Question 4

What types of groups do you work with?

Accepted Answer

We work with all different types of groups of 5 rooms or more per night. Whether you're a tour group that needs 5 rooms or a meeting planner that needs to buy out the entire hotel, we can help. We work with tour operators, DMCs, meeting planners, college teams, religious groups, long-term stays, disaster, environmental and construction crews, medical meetings, aviation and flight crews, traveling performance groups, and various other groups from all over the globe. Although most groups are 10 to 50 rooms per night, we have booked multiple hotel "buy-outs."

Question 5

I already signed a hotel contract. Can I still use you?

Accepted Answer

If your contract allows you to cancel without a penalty, we can often help you find a better hotel in the same area at a lower rate than you contracted. You can cancel the hotel you contracted and contract the better hotel with the lower rate with us. This saves you money and gets your group into a better hotel. You have nothing to lose and a chance to save some money.

Question 6

How do I pay the hotel bill? Can we avoid completing credit card forms?

Accepted Answer

You typically pay us after check out, and we never require you to complete a credit card form. We typically waive any required advance deposits and will direct bill you 100% after check out date. At group check out, we send you a 1-page correct invoice based off of your most updated rooming list. Imagine never having to review a 40-page hotel folio that is typically filled wiith mistakes. You can pay us via check or bank wire within 30 days after your group checks out. We make payment a breeze: your accounting team will love you, and the hotel will never have your credit card to "accidentally" charge (they have TravelAdvocates' credit card to pay for the rooms)!

Question 7

Can I still earn hotel rewards when booking with you?

Accepted Answer

Yes! We communicate your rewards number to the hotel so you can earn valuable points towards free stays. Not all hotels participate in a rewards program, and even those that do participate may not always extend rewards points. We always negotiate to have hotels include points for you.

Question 8

Can you arrange hotel site inspections for me?

Accepted Answer

Yes. We will arrange hotel site inspections enabling you to see as many hotels as you’d like so you can make the most informed decision possible. If you’d like us to accompany you on the site visit, we can do that as well! We have been known to pick customers up at the airport or train station and personally escort them to each hotel. It is our pleasure to serve you.

Question 9

Can you help me avoid contract clauses like attrition?

Accepted Answer

Yes. We have preferred contract clauses with many of the major hotels that allow for the utmost flexibility for our group planners (typically 30 days to cancel with no attrition). We never want our customers signing a contract with an attrition or cancelation clause that will possibly penalize them should they fall short on their room usage. We have attorneys on staff who review your contract before you sign it. All of our staff is trained to negotiate the most flexible contract policies for you. And should you have already signed a contract with a penalty clause, contact us so we can possibly help you negotiate your way out of the penalty. Take advantage of us!

Question 10

Can you help get hotels to sign my version of the contract?

Accepted Answer

Yes. Often hotels do not like signing a group's version of a contract (also called a tour schedule, allocation sheet, or price agreement) since they issue their own hotel contract. We will sign your contract on the hotel's behalf, and in most cases that will be the only contract we need in place. This means you will not be required to sign a separate contract with the hotel or TravelAdvocates to confirm the accommodation arrangements. This truly simplifies the process, and our customers love that we do this for them.

Question 11

Can you help with health & safety forms?

Accepted Answer

Yes. We will coordinate with hotels to facilitate the completion of health & safety forms so you can meet your audit requirements. We will also assist with setting up appointments for your health & safety auditor to visit the hotel as needed. This service comes at no charge to you.

Question 12

How long have you been in business?

Accepted Answer

TravelAdvocates was started in 2005, but our team has been in the travel industry much longer! We were named to the Inc 5000 (https://www.inc.com/inc5000)Fastest Growing Private Companies and ranked within the Top 25 of all Travel Companies in 2017. We are a key global account of all the major hotel chains which is how we deliver our low rates so quickly. We are proud to be working with some of the same customers since we started in this industry decades ago. TravelAdvocates is 100% owned by its founder Robert Miller and has always operated debt-free. We are active members of SYTA, ABA, NTA, US Travel, IITA, NYC Tourism, and other travel associations. We treat our customers how we would want to be treated, and they keep coming back to us every time they need a hotel for a group.

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