Group Bookings: 5 Helpful Supplies for Happy Group Stays

Group bookings can be a valuable source of revenue for hotel properties. However, it’s not just about securing the booking; it’s about ensuring that the group has a memorable and enjoyable experience. Happy groups are more likely to return for future stays and recommend your hotel to others.

If you’re looking for ways to impress your group bookings, consider incorporating the following hotel supplies into your offerings.

The Value of a Happy Hotel Group

Hotel groups can be extremely lucrative for your property. Yes, they generate tons of revenue through room bookings, on-site dining, and gift shop purchases, but they also fill up rooms at your hotel — giving you an opportunity to raise your ADR.

Some groups travel yearly for annual conferences, employee appreciation trips, or business meetings. If they like the service they get at your property, they’ll book with you again, year after year.

So, a happy hotel group can generate thousands — or tens of thousands — of dollars in revenue over several years. That’s why it’s so important to nurture relationships with these groups and make sure they have the most enjoyable stay possible.

Let’s cover a few hotel supplies you can use to create an amazing experience for your group bookings.

Related Blog: Hotel ADR: Simple Ways to Maximize

1. Welcome Gifts

Want to make a strong first impression on your group? When they arrive at your hotel, offer them a welcome gift.

The most common (and cost-effective) gifts are welcome drinks and welcome baskets.

Welcome Drinks

There’s no better way to kick off a stay than with a refreshing drink!

A warm welcome can make all the difference in a guest’s stay. Offering welcome drinks is a thoughtful gesture that can create a positive first impression. Most hotels, particularly all-inclusive and luxury establishments, extend this hospitality by providing complimentary beverages in the lobby upon check-in. Champagne is a classic choice, but other options like wine, juice, or light cocktails can also be delightful.

While offering drinks in the lobby is a welcoming practice, it can add to the workload of your front desk staff. If your hotel has a bar or restaurant, consider providing “free drink” coupons that guests can redeem at these establishments. This can streamline the check-in process and offer guests flexibility in choosing their preferred beverage.

Seasonal and Cultural Considerations:

Summer: Offer refreshing iced tea, lemonade, or tropical fruit-infused cocktails.
Winter: Provide warm beverages like hot cocoa, mulled wine, or spiced cider.
Local Culture: Incorporate local ingredients or flavors into your welcome drinks to showcase the region’s unique offerings.

Welcome Baskets

If you have higher-value groups, then it might be worthwhile to assemble welcome baskets for them.

For smaller groups, you can craft a small gift basket to be placed in each room the group occupies. Or, you can create just a handful of larger gift baskets and let the group leader distribute the gifts among each person in the group. The point is that even for larger groups, you can create impactful welcome baskets without spending too much money.

What exactly should you put in a hotel welcome basket? Here are a few ideas:

Local Delicacies: Include local snacks, chocolates, or artisanal products.
Personalized Items: Add branded merchandise, such as water bottles or tote bags, with your hotel logo.
Practical Items: Travel-sized toiletries are a great option (just make sure they’re different from the toiletries already included in the guest rooms—presumably, your gift basket toiletries will be from more luxurious brands). You could also include phone chargers or travel adapters (for foreign groups).

You don’t have to go too over-the-top with your welcome baskets. A well-crafted basket, with just a handful of pleasant or helpful gifts, can make a hugely positive first impression on your groups as soon as they arrive on your property.

Related Blog: 3 Easy Ways to Brand a Hotel Gift Basket

2. Baggage Tags

Large groups can make a challenging check-in.

When you have a large group checking in, there’s a strong possibility that some (if not most) of their rooms will not yet have been cleaned. That means that you’ll have to store the group’s luggage while they wait. That could mean you’re storing dozens of bags and suitcases in addition to the luggage you’re storing for other guests.

When you’re dealing with so much luggage, it’s incredibly easy to lose track of bags. Mixing up or losing track of the group’s luggage will understandably cause frustration for the group, and they’ll begin their stay with a not-so-great first impression of your property and staff.

Before your group arrives, make sure that you’re well-stocked on hotel luggage tags.

Here’s another tip: order two different types of luggage tags, one for your groups and VIP guests, and the other for your other hotel guests. This makes it easier for your bell persons to sort and organize the luggage that belongs to the group.

3. VIP Room Keys

Want to give your groups a VIP experience? Offer them VIP room keys.

Unlike standard room keys, VIP room keys offer guests exclusive privileges and access to luxurious amenities. These keys provide discounts on various services within the hotel, from dining and spa treatments to merchandise and room upgrades.

They also grant special access to exclusive facilities, such as private lounges or rooftop terraces. Beyond their functional benefits, VIP room keys are designed to exude a sense of luxury and exclusivity, often featuring premium materials and elegant finishes.

By providing your guests with VIP room keys, you can create an enjoyable feeling of privilege and exclusivity for groups. This can significantly enhance the guest experience, making them feel valued and appreciated during their stay. As a result, groups are more likely to enjoy their time at your hotel and consider returning for future events or vacations.

Group Wristbands

RFID wristbands might also be a good alternative to room keys.

Like VIP room keys, RFID wristbands can give your group access to their rooms, special facilities, or even discounts.

At vacation-oriented hotels, groups may spend a considerable amount of time hanging out by the pool or at private parties, dinners, or cocktail hours hosted on your property. Most likely, the group will frequently move between their rooms and the event spaces, and this often causes people to lose their room keys (doubly so if there’s alcohol involved).

RFID wristbands can’t fall off, so they can’t get lost. There’s a reduced risk of someone finding and misusing the lost keys, and your group will not be inconvenienced by having to come back to the front desk to get new room keys.

If the group is hosting a private event at your property, it will be easier for your staff to identify trespassers or party crashers when each member of the group is wearing a wristband; anyone who’s not wearing a wristband is clearly not supposed to be there.

4. QR Codes

Here’s another simple but effective way to make your groups happier: use QR codes.

QR codes offer a convenient and efficient way to provide information to groups staying at your hotel.

When there’s a large, energetic group checking in, it may be difficult for the guest service agent to deliver a detailed property overview. Instead, you can simply add a QR code to each room key.

By scanning this code, guests can access a wealth of information about the hotel, including amenities, dining options, local attractions, and more, at their own pace. This personalized approach ensures that every guest has the information they need to make the most of their stay, and it makes the group check-in process less chaotic.

QR codes can also be a valuable tool for your hotel’s restaurant. When accommodating large groups, it can be challenging to provide enough physical menus for everyone, especially during a breakfast or dinner rush.

By incorporating QR codes into your restaurant signage, you can offer guests the convenience of accessing digital menus directly from their smartphones. This not only streamlines the ordering process but can also save you money: your menus won’t get worn down as quickly, so you won’t have to order replacements as often.

5. In-Room Items

Thoughtful in-room amenities can significantly enhance the guest experience for groups. By carefully selecting custom hotel supplies, you can create a welcoming and memorable atmosphere that leaves a lasting impression. Here are some ideas to try:

Housekeeping Cards: A subtle reminder to leave a tip can go a long way in recognizing the hard work of your housekeeping staff. Providing housekeeping cards in each room can encourage guests to express their gratitude and ensure that your team feels appreciated. This is particularly important in group bookings where individual guests may not be responsible for paying for their accommodations—in which case, they might feel more inclined to leave generous tips for housekeeping.
Personalized Notes: A personalized welcome message can make guests feel valued and appreciated. By using custom stationery to leave handwritten notes in each room, you can create a warm and inviting atmosphere. Addressing guests by name and welcoming them to your property can help them feel more connected to your hotel.
Hotel Stickers: Fun and memorable hotel stickers can serve as a tangible reminder of a guest’s stay. By leaving these stickers in each room, you can encourage guests to take a piece of your hotel with them. This can help to strengthen brand loyalty and increase the likelihood of repeat business.

Be Ready to Dazzle Your Groups

By implementing these simple tips and leveraging the right custom hotel supplies, you can create unforgettable experiences for your group bookings.

Front Desk Supply has everything you need to elevate your guest experience. With our free graphic design service, you can customize all your supplies with your hotel’s logo and signature colors, and synchronize the style of all your supplies, ensuring a cohesive and professional look. We’re proud to offer industry-leading turnaround times, with most products shipped within 2-3 weeks of final design approval.