Have a question? Get in touch!
You may find an answer to your question below in our FAQs, but if not, please email or call us at (877)-826-6548 x201. As your personal Travel Advocate, we are there for you every step of the way. We are on call 24/7 to help.
No matter what the request, our obsession with our customers ensures that a helpful group hotel specialist from one of our offices is always on hand to assist you whenever you need us.
How does it work?
Simply email us or fill out the form on our Book Now 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. Click here to review our 2 contracting options. There are no booking fees or obligations.
Which hotels do you work with and where are they located?
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 for more information.
What do you charge for your service?
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.
What types of groups do you work with?
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, extended stay groups, environmental and construction crews, medical meetings, 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."
I already signed a hotel contract. Can I still use you?
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.
Can I still earn hotel rewards when booking with you?
Yes. We can communicate your rewards program number to the hotel to make sure your account is credited the points.
Can you arrange hotel site inspections for me?
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.
Can you help me avoid contract clauses like attrition?
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 can 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!
How long have you been in business?
TravelAdvocates was started in 2005, but our team has been in the travel industry much longer than we wish to admit! We were named to the Inc 5000 Fastest Growing Private Companies and ranked within the Top 25 of all Travel Companies in 2017. We are a "key global account" of the major hotel chains. We are proud to be working with some of the same customers since we started in this industry decades ago. TravelAdvocates operates debt-free, and we have seen double digit revenue growth year over year even during the last major recession. We are a strategic partner of SYTA as well as a Chairman's Circle Member of the Student Youth Foundation. We are active members of other travel associations and a preferred hotel provider to TAP. We treat our customers how we would want to be treated, and they keep coming back to us when they need a hotel. Click here to read what our clients have to say.
Can we avoid completing credit card forms?
Yes. When booking a hotel with us, you have the option to pay us instead of the hotel. With that option, we never require you to complete a credit card form, and we often will direct bill you. Imagine never having to review a 40-page hotel folio that is typically wrong. At group check out, we send you a 1-page correct invoice. Your accounting team will love you, and the hotel will never have your credit card to "accidentally" charge! Simply ask us for the "new school" contract method when making your rooms request. Read more about the 2 options of contracting here.
Can you help with health & safety forms?
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.
Can you help get hotels to sign my version of the contract?
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.