Booking a hotel might seem straightforward, but as both a seasoned solo traveler and someone with a background in hospitality, I can tell you that there’s more to it than meets the eye. Whether you’re heading on a spontaneous trip, a business stay, or a vacation during peak season, knowing how to navigate the hotel booking process can save you time and money. Here’s a comprehensive guide to help you book smarter and get the most out of your stay.
To Book in Advance or Stay Flexible?
One of the first decisions you’ll face when booking is whether to secure your accommodation in advance or go with the flow. If you’re traveling during peak seasons, festivals, or to popular destinations like New York, London, or Paris, booking ahead ensures you won’t miss out on the best spots. I prefer to plan well in advance in these cases to lock in my ideal accommodation and secure competitive rates.
On the other hand, if you’re traveling during off-peak times or exploring less touristy areas, you can take a more flexible approach. Apps like Booking.com or Hostelworld allow for last-minute bookings, letting you keep your options open until you’re closer to departure.
How to Start Your Hotel Search
1. Ask for Recommendations
A personal recommendation is invaluable. Ask friends, family, or fellow travelers about their experiences. Trusted travel communities can also provide insights that you won’t find on any review site.
2. Use Guidebooks & Review Platforms
Guidebooks can be helpful, especially if they’re aligned with your travel style. However, many listings in these books are paid inclusions, so cross-reference them with review platforms like:
- TripAdvisor (filter reviews based on traveler type)
- Google Maps (for real-time, up-to-date comments)
- Hostelworld, Agoda, Expedia, or Booking.com (for availability and pricing)
Always check the hotel’s official website for exclusive deals, special offers, and more flexible cancellation policies.
Tips for Booking Smart
1. Prefer Direct Bookings
Whenever possible, book directly through the hotel’s website. Why? Direct bookings help you:
- Avoid extra third-party fees
- Often receive better rates or perks
- Have more flexibility with check-in/check-out times
For example, I usually offer better rates and more favorable cancellation policies for direct bookings at my hotel, even though we list only a couple of rooms on OTAs (Online Travel Agencies).
2. Clarify Key Details Before You Confirm
Before finalizing your booking, make sure you’re clear on these important details:
- The type and number of rooms
- Check-in/check-out dates (use the format DD/MM/YYYY in Europe)
- Payment preferences (non-refundable or flexible rates)
- Any special requests (extra beds, pet-friendly, dietary needs, or late check-in)
To ensure everything’s in order, you can use the hotel’s booking engine, shoot them an email, or even contact smaller hotels via WhatsApp. Just avoid reaching out late at night unless it’s an emergency.
Booking Without a Reservation
If you prefer to take things one step at a time, here are some tips when traveling without pre-booked accommodation:
- Visit several hotels before making a decision
- Always inspect the room first
- Avoid hotel runners (the people who approach you on the street) unless you’re familiar with the area—sometimes they offer great deals, but quality can vary
- Use local booking desks only when necessary
- Ask the hotel you’re currently staying at to help you find availability at other nearby properties
The Impact of OTAs and Commissions
Did you know that major booking platforms like Booking.com and Agoda belong to the same company? Or that Expedia owns several other platforms, including Hotels.com? These OTAs often charge hotels commissions up to 20%, which is why many hotels offer incentives for direct bookings—like discounts, free breakfast, or more flexible terms. Websites like Trivago can help compare prices, but they only list direct booking options for hotels that subscribe to their services.
Extra Tips & Tricks
- Always check a hotel’s location on Google Maps before booking to ensure it’s in a convenient area.
- Confirm your reservation a few days before you arrive, either via email or phone.
- Avoid half-board or full-board packages unless you’re staying in a remote location where dining options are limited.
- Be aware that breakfast may not always be included and could be quite expensive in some locations.
- Understand that star ratings can vary significantly from country to country, or even region to region (for example, in Italy, the standards can differ across the north and south).
- If you’re staying at a business hotel, check for better rates over the weekend or during the off-season.
Packing & Preparation Tips
A little preparation can go a long way in improving your hotel experience. Here are some packing tips for the savvy traveler:
- Bring a silk sleeping bag liner, especially if you’re staying in budget accommodations.
- Always pack a sarong and socks for visiting temples or other religious sites.
- For road trips, use a backpack for greater mobility.
- Travel light and plan to do laundry along the way, rather than overpacking.
- Consider creating a “travel apps kit” on your phone to keep your booking and navigation tools in one place.
Final Thoughts
Hotel bookings are not just about securing a place to sleep—they’re a crucial part of your overall travel experience. Whether you prefer to plan ahead or leave room for spontaneity, understanding the ins and outs of hotel booking helps ensure a smoother trip. Take the time to research, clarify key details, and make informed choices to make your travels as enjoyable and stress-free as possible. Safe travels!
