Guide to Booking a Hotel For Business Travel

Combine the Internet and business savvy to get the best accommodations

By Matthew Solan

1. Before you book a hotel, make a list of the services you'll need for business purposes. Will you need a conference room, a reception room, private dining, video-conferencing capabilities?
2. If you regularly stay at certain hotels, call them directly. Repeat customers often can negotiate a reduced price.
3. Many hotels offer additional savings for multiple bookings or for members of a business travelers' association.

Action Steps
The best contacts and resources to help you get it done

Start with Internet travel services

The Internet is the most efficient way to book hotels for business purposes.

I recommend: Begin with the big travel websites — Hotels.com, Travelocity.com, Expedia.com, priceline.com, hotwire.com, CheapTickets.com, ORBITZ.com and lodging.com. At Travelaxe.com you download a program to your PC, input your destination and dates, and search multiple travel websites simultaneously.

Check the chains

Many hotels cater to business travelers and offer special rates and packages for extended stays.

I recommend: Try national chains such as Loews, Amerisuites.com, Hawthorn.com and Marriott.com/courtyard

Get a good Internet connection

Ask the hotel's concierge or manager of business relations to find out what services are available. More than likely, you'll also want Internet access. Many hotels offer public access to WiFi networks to log onto the Internet and receive e-mails on the move.

I recommend: The Wired-FreeSpot Directory lists hotels, motels and other locations that offer free in-room high-speed Internet access via a wired ethernet cable connection. You can find WiFi-friendly hotels at Wi-Fi Free Spot.

Find discounts through associations

If you're a frequent traveler, consider joining a business travel association whose members can get hotel discounts ranging from 10 percent to 50 percent.

I recommend: The Association of Business Travelers negotiates deals around the world.

Work with a travel agent

Travel agents are ideal if you are short on time, making multiple reservations or booking large groups. They also can access special deals not always offered to the general public. Agents charge per transaction. Rates vary, but most begin around $15.

I recommend: Choose a travel agent as you would a doctor or lawyer — get recommendations from friends or business associates. You can also find local certified agents through the American Society of Travel Agents.

Tap international experts to find business hotels abroad

Some Internet sites focus on international business travel and have expertise in Europe and the Middle East and in such countries as Canada and Mexico.

I recommend: Begin your search at Hotelbook.com, Bookassist.com, and Centralr.com.

To close a deal, consider luxury

Sometimes it pays to spend money for small business owners who want to seal the deal or reward their employees.

I recommend: Visit www.fivestaralliance.com and type "business hotels" in its search box for a list of luxury business hotels worldwide.

Helpful advice for making the most of this Guide

• •  Ask if the hotel has an athletic club or guest membership to an area fitness center.
• •  For international journeys, make sure to contact the hotel for specific needs related to your business travel.
• •  Always ask for a free room upgrade. Many hotels want business travelers as regular clientele and are open to extending special deals.