What's the best time to book a hotel? 5 business travel tips

When traveling for work, what’s on your hotel wishlist? Plush bedding and an oversized soaking tub? A full gym just an elevator ride away? Maybe a grill to grab a meal after a day of marathon meetings?

Here’s the catch: You’re not the only one hunting for that perfect room. Business travelers everywhere are vying to snag the best spots to recharge after long days of networking, demos, and small talk.

Strategic hotel booking is all about timing. With a little planning, you can land the dream suite and avoid the disappointment of a room overlooking the parking lot.

In this guide, we’ll walk you through the essentials, including the best time to book a hotel for a business trip, how far in advance to plan, and tips for securing great rates.

How far in advance should you book a hotel for work trips?

Booking flights and reserving a hotel room are top priorities for any business trip, but these two essential to-dos follow different playbooks. For flights, last-minute bookings usually mean sky-high prices and a middle seat. For hotels, though, waiting until closer to check-in could save you money—if you know when to book.

Why the difference? Cancellation policies. Flights are typically non-refundable unless you pay for a more expensive flexible airfare or purchase travel insurance. This rigidity encourages travelers to book early and secure low prices. Airlines know once you buy a ticket, you’re locked in, and there’s no demand to lower prices. Hotels, on the other hand, are more lenient. Many hotels allow cancellations up to 24-48 hours before arrival, often resulting in last-minute room availability. Flexibility means hotels are more likely to offer better deals closer to the date to fill empty rooms and hit maximum occupancy.

What’s the sweet spot for cheaper hotel prices? According to a 2023 NerdWallet survey, travelers who book accommodations 15 days before check-in save an average of $81 on nightly room rates compared to booking 11 months in advance. That’s enough to cover a nice dinner or overpriced airport snack.

That said, prices often spike during holidays and other major events, including popular conferences. Depending on your budget, a pricier room rate might be worth the peace of mind. But if getting the lowest price possible matters more, waiting a little closer to the date could pay off.

Best day of the week to book hotels

Do hotel prices fluctuate during the week? Yes! 

Sundays are typically the best day to book a hotel room, with rates up to 7% less than other days. It makes sense—most vacationers head home Sunday morning, freeing up rooms for business travelers. Conversely, room rates are usually at their highest on Fridays, when vacationers tend to check in for the weekend. Prices can be up to 8% above average hotel room prices.

Best day of the month to book hotels

When is the best time to book a hotel? That depends, as room rates fluctuate with high and low seasons. Room rates tend to rise in the summer months, while winter often brings better deals (holidays excluded, of course). If you’re open to a little seasonal strategizing, traveling during colder months outside the holiday rush can help you save.

Tips to book hotel rooms at the right time

Now that you know when to book hotels to land the best travel deals, here are a few more strategies to streamline your travel planning: 

Avoid booking for peak travel times and high seasons

Sometimes, duty calls, and there’s no saying “no” to a last-minute client visit during the week of the 4th of July or Labor Day. But if you can avoid booking during high seasons or peak travel times, you’ll likely find better deals. For business travelers, weekdays are typically less in demand for leisure stays, meaning more availability and lower room rates, even during summer.

Leverage loyalty programs

Frequent travel has its perks—if you choose the right hotel loyalty program. Many hotels offer exclusive member rates, priority booking, and late checkouts. Rack up points with every stay and turn business trips into money-saving rewards for your team.

Monitor price trends and set alerts

Hotel prices can be unpredictable. Let technology do the work for you. Use price-tracking tools and alerts to monitor rates for your preferred hotels. You’ll know when prices drop and can snag deals without constantly refreshing booking sites.

Book in advance but stay flexible

If you’re booking business travel for a large team, waiting for last-minute deals is a gamble. Holding off for too long could leave you with limited options (or worse, none at all). Instead, secure a reservation with a flexible cancellation policy. That way, you'll have confirmed rooms, but you can switch to a better deal if one becomes available closer to your trip. 

Also, if you’re booking nine or more rooms, many hotels offer group discounts and added perks like waived fees or upgrades. Booking early can be just as cost-effective—if not more—than waiting for last-minute deals, and it comes with far less risk.

Use a platform specialized in business travel

Simplify your hotel search using a platform designed with business travelers in mind. Engine gives you access to more than 750,000 hotels worldwide. With so many options, it’s easy to find the perfect hotel room for your trip. Whether you need a hotel with a conference room or a secluded retreat to unplug after a busy day, Engine has you covered.

Make business travel easier with Engine

Knowing when to book a hotel is a skill every savvy business traveler should master. The right timing can mean the difference between landing a great deal and stretching your budget, especially when plans change or last-minute bookings are unavoidable.

That’s where Engine comes in. Built for business travelers, our platform combines hotels, flights, and car rentals all in one place. With access to direct hotel rates, you can feel confident you’re getting the best deal—even when an impromptu client presentation throws a curveball.

Whether you’re planning weeks in advance or needing a room on the fly, Engine helps you get the job done.