GRP Hotel Policy & Tips
- Adam Garrett
- May 20, 2023
- 6 min read
Updated: Apr 12
Image courtesy Hyatt.com
Policies:
Free Meals During Company Travel When Sent (Not Gifted) by the Company
If free meals are available as part of the stay or as part of the conference you're attending, and you are able to use them with your itinerary but choose not to, those charges should be personal expenses, and not paid for with company credit cards or reimbursed by the company if on personal credit cards if you don't own a company credit card.
An example of where it wouldn't make sense with your itinerary would be if your conference goes until 8 PM, with you attending until that time, and a club lounge stops dinner at 7:30 PM with no free dinner available in the conference. In a case like that, you wouldn't be penalized and could use your company card as if there was no club lounge available.
If Hyatt Guest of Honor Booking (using points or certificates)
We’ll likely get a different confirmation number(s) that I’ll send you later in your name after the booking has processed the shift to a guest of honor booking via the concierge.
Upgrade status perk depending on brand: If space is available at check in, you would have the option to get upgraded up to a standard suite.
If this hotel has any parking fees paid directly to the hotel, destination fees, or resort fees, those shouldn’t be needed due to our status that conveys for this type of booking.
Also, I suggest checking with the hotel to see if you are able to get early check in & check out as late as 4 PM if desired & if there’s availability. Here are more details on the Guest of Honor benefits that confer to you due to our globalist status.
Free breakfast is available at most Hyatt branded & Small Luxury Hotels branded hotels when we use points or free night certificates.
Club lounge perks due to our status: If a location (at most Hyatt hotels) has a club lounge, you & all guests in your room have free access to it if it’s open during the stay. Keep in mind that if the lounge is unavailable, you would still have access to free breakfast for up to 2 registered adults & up to 2 registered children in the restaurant. If the lounge is available, you should go there (not the restaurant) for free breakfast and other meals/snacks, with the lightest options typically at lunch, best options at breakfast, & 2nd best at dinner, typically with limited hours. While the evening options are typically called evening hors d'oeuvres, whether or not they can replace dinner depends in large part on the hotel. At Hyatts, it’s not typical for what’s served at lunch to be a meal replacement, & typically doesn’t include hot items. Also, some lounges close on weekends.
Proximity to Destination
Hotels should generally be within 30 minutes of the destination. While closer hotels are prioritized, total costs when considering hotels (including hotel fare in $ or points, meals and transportation costs) are prioritized more than proximity as long as not much over 30 minutes away.
Reviews
We won't typically book a hotel that's rated <3.9/5 across review sources. In some cases, not all review sources are checked. If you find that the composite review score when considering any 3 of the 4 of the a. hotel-specific websites, b. Tripadvisor, c. Booking.com & d. Google Maps is below 3.9/5 (7.8/10 in Booking's case), and you'd prefer a superior-rated hotel, let Adam know. He doesn't always check all review sources prior to a suggestion due to time constraints even though he's most mindful of reviews on the hotel websites.
That said, keep in mind that some fantastic hotels are rated below 3.9/5, so just because you find one where that's the case, do a bit of homework before asking for an alternative, especially on hotels that are newer where they may be working out some kinks. For example, I was hesitant to book someone at the Radisson Resort Miami Beach since it was rated 3.5/5 on Tripadvisor (3.8/5 on Google Maps now, but I believe it was lower then). They loved their stay.
Some would scoff even at 3.9. I was hesitant to book my wife & I for 5 nights at the Marriott Virginia Beach Oceanfront because it was 3.9/5 on Marriott.com, but it ended up being likely our favorite staycation we've ever had.
If Unsatisfactory Hotel
If this hotel is not satisfactory for any reason, please let me know and I can look into alternative options based on why you believe this hotel won’t be a good fit for you. If this booking was a points booking, check to see the cost in points of the hotel. Then, select a same-tier or lower-tier hotel that's also available in points, such as from one of the following 3 maps:
If Unsatisfactory Stay or Room
It's best to thoroughly inspect the room prior to pulling belongings from your luggage. If the room is not clean, if it smells bad, if you see mold, if there is too much noise, if you see signs of bed bugs, or if there is another substantive problem that will disrupt your stay or your sleep, ask the front desk if you can get another room (& again if the 2nd is unsatisfactory). If no additional rooms are available, ask if they can clean your room.
You can call or text Adam Garrett 24/7 if your stay is unsatisfactory and if you've made it known to the front desk and they haven't made the stay substantively better since that.
Per Google AI on inspecting a hotel room:
"Before settling into a hotel room, thoroughly inspect it for any issues to avoid potential disputes or charges later. Look for signs of damage like stains, rips, or broken fixtures. Check the bed for bed bugs and other potential issues, and address any problems with the front desk immediately.
Here's a more detailed guide:
1. Check for general cleanliness and damage:
Bathroom: Examine the shower, sink, and toilet for leaks, mold, or mildew, and ensure the bathroom is generally clean.
Flooring: Look for stains, loose tiles, or damage to the carpet.
Furniture: Check for broken or damaged furniture, including chairs, tables, and dressers.
Walls: Inspect the walls for holes, stains, or any other damage.
Linens: Visually inspect the sheets and towels for stains or rips.
Windows: Check the window frames and glass for any damage or leaks.
Electronics: Test the TV, phone, and any other electronics to ensure they function properly.
2. Inspect for signs of bed bugs:
Mattress: Carefully check the mattress seams, edges, and headboard for any signs of bed bugs, such as dark spots (fecal matter or blood stains), cast skins, or live bugs.
Bed frame: Look for bugs or signs of bugs in the crevices and joints of the bed frame.
Curtains and baseboards: Check the curtains, baseboards, and other areas where bugs can hide.
Furniture: Inspect the edges of furniture and any cracks where bugs might reside.
Electrical outlets: Check around electrical outlets and light switches.
Wall hangings: Remove and inspect any wall hangings or mirrors.
3. Address any issues promptly:
Report any problems: If you find any issues, contact the front desk immediately to report them.
Request a room change: If the problems are significant and unfixable, ask for a room change.
Document your findings: Take photos or videos of any damage or problems you find.
Keep records: Keep records of your room number, the date and time you reported the issues, and any conversations you had with hotel staff.
4. Other safety tips:
Check the peephole: Ensure the peephole is in place and not tampered with.
Scan for hidden cameras: Use a flashlight to inspect for any hidden cameras or unusual reflections.
Be mindful of your belongings: Keep your valuables secure and avoid leaving your purse or wallet unattended."
Points or $ Use by Company
If you find an option that is lower in $ costs, it may not always be lower relative to the company, especially if the company is using points for a stay. The company has an elaborate means of finding what hotels are best for booking using a variety of points rates (some including status, i.e. the Hyatt Globalist Guest of Honor benefit; also sometimes the points rates are below the general public rate due to credit card benefits such as on IHG points rates & Wyndham points rates), $ rates (factoring in value available from points earned with the $ payment), & certain special rates (i.e. Amex Fine Hotels & Resorts Collection) with options not available to the general public unless they have the right credit card.
Tips:
If Early Departure or Late Wake Up at Location with Free Breakfast
Check with the front desk or online about hours for breakfast as it might start later than when you need to leave or may end after you plan to be available for breakfast, but there may be an alternative option for you that the hotel can provide with advanced notice.
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