A hotel checklist for business travel
Plan business hotel stays around meeting locations, traveler requirements, payment, and invoices.
Book around the workday
Collect the first and last meeting times and addresses before comparing hotels. Check the commute at the hour the team will travel. If people are arriving on different flights, use the shared office or meeting location as the anchor and give travelers the hotel address with arrival instructions.
Set the approval and billing requirements
Agree on the spending limit, what it covers, and who can approve an exception. Ask which charges the company can pay in advance and which travelers will pay on site. Give the booking team the required company name, billing address, and cost center before requesting an invoice.
Track changes room by room
Record each traveler’s check-in and check-out dates, confirmation number, and cancellation deadline. For teams with staggered schedules, check whether a change affects a single room or the whole reservation. Assign one person to keep the list current and send revised details to the affected traveler.