Room for Savings: Optimizing Hotel Spend - Carlson

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Figure 10: Rates remain fairly constant during the business week 2.5% difference A hotel in London Rates in US$ 679 696 696 696 705 696 705 Mon. Tues. Wed. Thurs. Fri. Sat. Sun. 5% difference A hotel in Singapore Rates in US$ 227 239 227 227 199 199 227 Maximum price reductions (2.5-12%) occur mainly on Mondays Mon. Tues. Wed. Thurs. Fri. Sat. Sun. 12% difference A hotel in Berlin Rates in US$ 121 135 135 135 121 148 121 Mon. Tues. Wed. Thurs. Fri. Sat. Sun. A hotel in Stuttgart Rates in US$ 268 271 271 271 162 162 162 A hotel in Minneapolis Rates in US$ Mon. Tues. Wed. Thurs. Fri. Sat. Sun. 169 169 169 169 79 79 169 Major discounts occur on Fridays and Saturdays at properties that attract few tourists Mon. Tues. Wed. Thurs. Fri. Sat. Sun. Source: CWT Travel Management Institute Based on rates available on October 16, 2008
A complex market Figure 11: Examples of daily rate fluctuations at hotels that use yield management techniques Source: CWT Travel Management Institute Based on GDS rates available for a stay on October 8, 2008 Fragmented distribution Hotels use a variety of distribution channels, including travel management companies, their own branded Websites and call centers, online hotel booking agencies and other travel agencies. To limit distribution costs, many properties, especially those that are independently run, do not provide inventory to global distribution systems (GSDs). The content available in GDSs is increasing (thanks to agreements with Web aggregators), but the proportion of TMC hotel bookings made through GDSs still varies widely between regions, from an estimated 99 percent in North America to 65 percent in Asia Pacific, 50 percent in Europe and just 35 percent in Latin America. Major travel management companies fill the gap with proprietary databases that reference hundreds of thousands of independent hotels and chains. This is a major reason why TMC booking channels (online booking tools or TMC counselors) have shown strong growth over recent years, despite the emergence of alternative channels. As Figure 12 shows, TMC bookings have grown to approximately 25 percent of corporate hotel bookings over the last decade while the use of Internet booking agencies accounts for just 15 percent. Moreover, the proportion of corporate hotel bookings made by contacting hotels directly (by phone, fax or email) has dropped. Nevertheless, an estimated 50 percent of all corporate hotel bookings are still made by contacting hotels directly, which complicates traveler tracking and data consolidation for travel managers. 19
Page 1: Room for Savings: Optimizing Hotel
Page 4 and 5: Contents Introduction Overview ....
Page 6 and 7: Research objectives This CWT resear
Page 8 and 9: Figure 1: Breakdown of surveyed com
Page 10 and 11: Key findings in brief The research
Page 12 and 13: changes. In addition to providing t
Page 14 and 15: A complex market The complexity of
Page 16 and 17: A lack of global standards to defin
Page 18 and 19: Complex pricing Hoteliers use diffe
Page 22 and 23: Figure 12: Most corporate hotel boo
Page 24 and 25: Data on hotel spend is however, not
Page 26 and 27: How to calculate your company’s t
Page 28 and 29: 2. Twenty-one percent savings throu
Page 30 and 31: Many organizations have yet to opti
Page 32 and 33: GDS auditing It is important to ens
Page 34 and 35: 1. Consolidate data Travel managers
Page 36 and 37: Figure 27: Combined TMC and credit
Page 38 and 39: Figure 28: Recommended data fields
Page 40 and 41: Hotel category: not the most import
Page 42 and 43: “No-frills” booking When it com
Page 44 and 45: In fact, travelers often draw on th
Page 46 and 47: A number of differences between the
Page 48 and 49: SUMMARY Understanding traveler need
Page 50 and 51: 2. Ask travelers to use serviced ap
Page 52 and 53: Figure 41: Recommended rules for bo
Page 54 and 55: Figure 43: Rates are on average 18-
Page 56 and 57: Figure 46: In a rate benchmarking e
Page 58 and 59: 5. Mandate booking at least two wee
Page 60 and 61: 6. Address extra charges Travelers
Page 62 and 63: SUMMARY An optimal hotel policy cov
Page 64 and 65: 4. Optimize the preferred hotel pro
Page 66 and 67: Identifying properties and location
Page 68 and 69: Considering local market conditions
Page 70 and 71:
Figure 59: One company could save 6
Page 72 and 73:
Figure 61(continued): The share of
Page 74 and 75:
Figure 63: Hotel stays of at least
Page 76 and 77:
Deciding between existing preferred
Page 78 and 79:
Figure 69: Companies that retain at
Page 80 and 81:
SUMMARY Key points for optimizing a
Page 82 and 83:
5. Negotiate effectively Negotiatio
Page 84 and 85:
Chain-wide agreements, as the name
Page 86 and 87:
Chain-wide deals tend to offer smal
Page 88 and 89:
There is, however, a risk associate
Page 90 and 91:
Despite this reticence, 40 percent
Page 92 and 93:
Figure 83: Another company’s ARR
Page 94 and 95:
Last-room availability A last-room
Page 96 and 97:
LRA is common in corporate contract
Page 98 and 99:
Benchmark rates. Companies commonly
Page 100 and 101:
Companies can consolidate volumes i
Page 102 and 103:
Leverage city caps. Experience sugg
Page 104 and 105:
Consider renegotiating flat rates d
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Buyers should use the full range of
Page 108 and 109:
Hoteliers’ performance. A hotelie
Page 110 and 111:
Ensure your travel management team
Page 112 and 113:
6. Improve traveler compliance The
Page 114 and 115:
Understanding why travelers book ou
Page 116 and 117:
The survey also indicates that trav
Page 118 and 119:
Explain the stakes. Price-conscious
Page 120 and 121:
Figure 112 shows how an OBT can be
Page 122 and 123:
Require travelers to book their hot
Page 124 and 125:
Investigate the reasons for noncomp
Page 126 and 127:
To ensure that the agreed condition
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GDS rate squatting. Regular GDS aud
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Rate audits pay A rate audit conduc
Page 132 and 133:
Tracking traveler compliance Compan
Page 134 and 135:
SUMMARY Tracking performance: Compa
Page 136 and 137:
Appendices Glossary The following i
Page 138:
For more information about how CWT
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Room for Savings: Optimizing Hotel Spend - Carlson

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