Spring Break Dilemma: How to Book a Sold Out Hotel

A young man called my office to discuss a trip he and his girlfriend were planning to San Juan, Puerto Rico for spring break. After helping him secure plane tickets, which I found to be reasonably priced considering he was leaving in two weeks, we started working on getting him a hotel. There were only a few available, but as I named them, he turned them down one after another.

Finally, I asked him what the problem was, and he admitted that the five-star hotel he had his eye on, facing the beach with sophisticated architecture, lush gardens, and serene ocean views, was not only too expensive, it was too expensive. Sold out for your dates. traveling anyway.

DISAPPOINTMENT

For a dedicated travel agent, there are few things worse than a disappointed customer. Our job is to get our clients from here to there safely, comfortably and within their budgets. Most of the time this is very rewarding, as the vast majority of trips go smoothly. When there is an episode of stumbling, when a hotel, an airline or a cruise line lets us down, we are overcome with a feeling that we are not on our guard. We become as protective as a Mother Bear who protects her young from her.

THERE IS NO PLACE IN THE INN

So naturally, after hearing that the young man’s biggest dream was to go to the Five Star Hotel, that became my biggest dream for him. As he had predicted, the hotel’s website showed a rate of $1500.00 for three nights and was fully booked for his preferred dates. I researched all my sources, wholesalers and retailers, and no one showed availability. There was only one thing left to do.

OLD FASHIONED

I called the hotel in San Juan directly and spoke to their reservations department. After a nice chat with the representative, Bruno, not only was I able to get him accommodations for half the original cost, $745 for all three nights, but he got a junior suite because it was the last room left.

BE FLEXIBLE

Of course, it’s not always as simple as a phone call. But many times it is. While the internet is a wonderful tool, if a hotel sells out but then cancels once or twice at the last minute, it’s unlikely you’ll pay to list those new openings with your online brokers. You are in a much better position to negotiate a good deal by calling directly, being nice to the hotel representative, and above all, being flexible with your dates.

In my case, a last minute cancellation of a non-refundable junior suite booking meant that the hotel had already collected their fees. Bruno was open to negotiations because any fee my client paid was just icing on the cake.

WIN WIN

Don’t let the language barrier be a problem either, if you’re trying to book an international hotel. In most major hotels there is always someone who can speak English.

I cannot stress enough that you must call the hotel directly using their local phone number. Neither the central reservation number 800, nor the agents that manage the hotel. Time differences can be overwhelming at times, so be sure to call when the on-site reservations office is likely to be open, especially if you’re calling abroad. You don’t want to pay to call Moscow only to find out that it’s 3am there and everyone is home!

FIVE STAR DREAMS

My young client had to change her date, leaving on Monday instead of Sunday. But that was fine with him since he would be on school vacation. The important lesson was that a simple phone call made his dream of a five-star hotel come true.