How to Book Hotel Rooms for a Group in Vietnam
Short answer: to book hotel rooms for a group in Vietnam, send one request with the city, dates, rooms per night, room types and budget to a hotel's group desk or a B2B hotel supplier. Compare the quotes on rate, inclusions, deposit and release terms, confirm in writing, then manage one rooming list. From around 8 to 10 rooms on the same nights, a group quote usually works better than booking rooms one by one.
Part of our guide to hotel room blocks for company trips in Vietnam.
Three ways to book rooms for a group
| Channel | How it works | Good to know |
|---|---|---|
| Hotel group or sales desk | You contact each hotel and ask for a group quote | One hotel per request; comparing several hotels means several conversations |
| Online travel sites | You book rooms individually | Built for individual stays: each room usually carries its own rate and cancellation terms, with no release date for the group |
| B2B hotel supplier | You send one request; the supplier quotes the hotels that fit | One contact, one confirmation and one invoice for the whole group |
What to send in a group request
- Where: the city, and the area or address the group needs to be near.
- When: arrival and departure dates, and any guests arriving or leaving on other days.
- Rooms: rooms per night by type (single, double, twin).
- Budget: a target rate per room per night.
- Inclusions: breakfast, and whether you need a meeting room.
- Invoice: company name, address and tax code if you need a Vietnamese VAT invoice.
- Deadline: the date you need to decide by.
A complete request gets a quote you can compare; a request with only a total number of guests gets questions back first.
How to compare group quotes
| Check | Why it matters |
|---|---|
| Rate per room per night | Confirm whether VAT and service charge are included, so quotes compare on the same basis |
| Inclusions | Breakfast and any meeting room use change the real cost per guest |
| Deposit and balance | Amounts and due dates set your payment schedule |
| Release date and attrition | Decide how many rooms you can give back, and until when, without paying |
| Cancellation | The charges if the whole booking is cancelled, usually rising closer to arrival |
Each term is explained in room block contract terms. Lead times by season are in when to book group hotels in Vietnam.
How Bedtara handles group bookings
Bedtara supplies the rooms only. Send one request; the quote states the rate, inclusions, deposit and balance schedule, and the release and cancellation conditions, and the booking is binding once confirmed in writing. Names go on one rooming list, and Vietnamese companies receive a VAT invoice issued by Dong Thi Co., Ltd. If the group also needs transfers or a programme, our sister brand Dong Thi Travel handles those.
Questions
How do I book hotel rooms for a group?
Send one request with the city, dates, rooms per night, room types and budget to a hotel's group desk or a B2B hotel supplier, compare the quotes, confirm in writing and manage one rooming list.
Is a group rate cheaper than booking rooms individually?
Often, from around 8 to 10 rooms on the same nights. A group quote also fixes the release date and payment terms for the whole group, which individual bookings do not.
What information does a hotel need for a group booking?
The city and area, arrival and departure dates, rooms per night by type, a target rate, inclusions such as breakfast, and the company details for the invoice.
What is a room block Rooms for a group rate Room block terms When to book group hotels
Booking rooms for a group?
Send the city, dates and rooms per night. We quote the block with its release and payment terms.