Corporate Hotel Programs Need to Stay on Top of New Chain Cancellation Fees to Mitigate Financial Impact

by Suzanne Neufang

August 21, 2017 – The recent announcements by major hotel chains on the expansion of advance cancellation penalties drove a degree of media coverage, but a lack of understanding of the potential cost implications for corporate hotel programs. Off-the-cuff assumptions rarely satisfy CFO queries; travel managers need to have answers ready for their bosses as questions on the impact of these changes are likely as 2018 budgets come into focus.

HRS certainly understands that hotels have every right to maximize their room inventory and generate revenue. That said, optimized supplier-buyer relationships are a priority for hotel chains big and small. Armed with metrics from verifiable travel data, HRS believes travel programs can leverage their relationships and proven performance to mitigate these new fees and help keep the historical free-of-charge cancellation up to 6 pm on the day of arrival in place.

A new study from HRS, together with fresh survey results, provides the first true glimpse at the potential fiscal ramifications of these new policies for multi-national corporate hotel programs. An in-depth analysis of the booking data of our largest corporate customers over the past twelve months – cancellations in particular – leaves no doubt that these new fees could drive millions in new travel-related expenditures. Some takeaways from the study:

  • 17 percent of business trips are cancelled
  • Five percent of those cancellations are within 48 hours of arrival

To provide a concrete example, HRS took a detailed look at metrics potentially impacting a multi-national client that spends $82 million globally on lodging:

  • If all cancellations made by this company in North America within 48 hours of arrival were subject to this charge, the budget impact would be $600,000 USD a year.
  • If all chain hotels globally implement this policy, this same company could see additional costs of up to $2.7 million USD, corresponding to three percent of total booking volume.

As these results show, there is real money at stake. While most of the changes so far impact only North American properties for a few global chains, corporations need to be vigilant on this issue as the traditional RFP season begins in earnest in September. Hoteliers often mimic other industries…once a new revenue stream proves to be sustainable, it’s a good bet that many others will follow suit. And once they see notable revenue from the new policy, it’s certainly conceivable that such policies could extend to properties on other continents.

Travel buyers that outsource to HRS can be assured that this issue will be properly addressed in hotel negotiations – not only to mitigate recent policy expansions, but to wrap in a degree of protection from future fees that some chains are modeling.

The survey of 100 travel managers reveals that most travel buyers value cancellation policy flexibility; we’re confident that hoteliers will respect that never-ending request when it is married with the bulletproof data of “past room nights” that showcase the steady volume of a preferred customer. We encourage travel managers to get their best data, re-state the importance of business traveler flexibility, and work with their preferred hotel supplier partners to prolong historical policies that best serve today’s business traveler.

Joint GBTA/HRS Survey Details Frequency of Corporate Hotel Rate Auditing

By Suzanne Neufang

Those of us who have worked in the arena of corporate hotel programs for any length of time in recent history have all participated in debates about the accuracy of hotel rates. Far too often, those conversations revolve around erroneous rates and the scenarios pertaining to why the rates negotiated during RFP season don’t always – or even often! – appear when employees shop for hotels.

Continue reading

HRS Kicks Off Collaborative Global Series for Corporate Travel Buyers

by Suzanne Neufang

Travel managers and corporate procurement executives are often challenged when it comes to carving time to check the pulse of the industry. In North America, we’re lucky enough to have a number of events (GBTA, ACTE, local BTAs, regional BTN events) that offer educational opportunities to consider fresh trends and hear from our peers on interesting panels. Many global corporate travel observers look at the list of events in North America with a jealous eye, wishing there were more scenarios for travel management professionals on other continents to further their knowledge of best practices and take new tactics back to the home office.

Continue reading

HRS Helps Shine A Light at Los Angeles Film Screening

by Suzanne Neufang

HRS was a lead sponsor among several travel industry iconic brands at an L.A. Live event earlier this month that put a spotlight on the scourge of child sex trafficking. On January 17, 600+ people attended a screening of SOLD, a film adaptation of the globally acclaimed novel by Patricia McCormick, starring Gillian Anderson and David Arquette. Through one girl’s journey in Southeast Asia, the film illustrates the brutality of child trafficking which affects millions of children both domestically and globally.

Continue reading

2017 RFP Season – Time for Travel Managers to Pounce

by Suzanne Neufang

We’ve arrived at the fourth quarter, and prognostications for hotel rates in 2017 are starting to unfurl. Several respected entities have already published their forecasts. NYU’s Bjorn Hansen projects increases between 3-4 percent in the U.S.; Advito sees increases averaging as high as five percent. These type of “blanket” average forecasts often color RFP seasons that are, in many cases, just getting underway.

Continue reading