Tuesday night, hotel at 35%. Yet three kilometres away there's an industrial estate with dozens of companies that host technicians, suppliers, clients and consultants every week. Where do they sleep? Partly in other hotels, partly in apartments, partly booked last minute by a colleague on Booking.com.
Corporate agreements are one of the most effective (and underrated) ways to fill a small hotel's midweek nights. Let's look at how to find the right companies and build an agreement that works for both sides.
Why business guests are valuable
- they arrive Monday to Thursday, when the hotel is emptiest;
- they're repeat guests: the same technician may return many times a year;
- they're not very sensitive to promotions but very sensitive to convenience;
- they come in low season too;
- they often book direct, without commission.
Who to contact
- manufacturing companies in the area (they host technicians and suppliers);
- professional firms and consultancies;
- hospitals, clinics, universities (staff, visitors, lecturers, trainees);
- construction and installation firms with nearby sites (crews for weeks);
- training bodies and conference centres;
- transport and logistics companies.
Start with the closest and with those who've already sent you guests: check your PMS for invoices to companies and recurring names.
What companies (and their travellers) want
- an agreed, stable price, with no surprises;
- simple invoicing (in the company's name, monthly if needed);
- a convenient location and parking, vans included;
- early breakfast, late check-in, flexible check-out;
- reliable Wi-Fi and a desk in the room;
- easy booking: email, phone or a code in the booking engine;
- guaranteed availability when needed.
How to build the agreement
1. The rate
A fixed corporate rate (or a percentage off the best available rate), with possible exceptions for events and high season. Make clear what's included (breakfast, parking).
2. The conditions
- free cancellation until the day before or the afternoon of arrival;
- guaranteed availability for an agreed number of rooms, with a release date;
- invoicing and payment.
3. Booking
An agreement code in the booking engine, a dedicated email address or a contact person at reception. The easier it is to book, the more the company comes back.
4. The contract
A simple one- or two-page document, renewable annually. No unnecessary bureaucracy.
How to present yourself
- a one-page presentation (or a "Corporate rates" page on your website) with benefits, services, location, room photos and contacts;
- a first contact by email or phone with whoever organises travel (purchasing, admin, HR);
- an invitation to visit the hotel, or a complimentary night for the contact person.
How to keep it alive
- a dedicated contact at the hotel;
- attention to detail for frequent guests (same room, preferences remembered);
- a periodic report to the company (nights, spend);
- an annual rate update.
Frequently asked questions
What discount should I give companies?
There's no fixed rule: it depends on volumes, periods and included services. Predictability and convenience matter more than the discount. Always check the rate covers your costs well. See how to calculate the cost of a room and assess a rate.
Do agreements apply in high season too?
You can exclude periods (events, high season) or set different rates. Write it clearly in the contract.
Is it worth accepting construction crews?
They can guarantee many consecutive nights in weak periods. Consider their needs (hours, van parking, early breakfasts) and set clear rules.
Want to fill weekday nights with companies?
With our free marketing audit we analyse your midweek occupancy and the local business landscape and help you build an effective business offer.
