What happens when my project timeline shifts and I need to change bookings?

Your options depend on how you booked. Refundable rates within the cancellation window (typically 24-48 hours before check-in) let you modify or cancel without penalty. Non-refundable rates usually mean forfeited money. Online Travel Agency (OTA) bookings often add restrictions beyond the hotel's own policy. Cancellation protection products let you modify regardless of the original rate terms, with refunds as cash or travel credits, depending on the provider.

Does a hotel have to honor a reservation?

Yes. Guaranteed reservations create a binding contract. If a hotel fails to honor one, they must compensate for damages, including covering alternative accommodations. The exception: force majeure events like natural disasters or government restrictions.

The key distinction: guaranteed reservations hold your room regardless of arrival time. Non-guaranteed reservations are held only until a cutoff time, after which the hotel can release your room without liability.

Can a hotel booking be rescheduled?

Most hotels allow modifications within their cancellation window, typically 24-48 hours before check-in. The problem: on-refundable rates offer 10-20% discounts upfront, but construction cancellation rates run high due to weather, permits, and scope changes. When your cancellation rate exceeds 10%, forfeited bookings wipe out any upfront savings.

Southern Response, a disaster recovery company, faced this exact problem: emergency response timelines shifted constantly, and they lost thousands monthly to forfeited deposits on non-refundable rooms. After switching to Engine's FlexPro, they eliminated these forfeitures entirely, saving over $200,000.

How do third-party booking sites affect hotel reservation changes?

OTAs add restrictions beyond hotel policies. Many OTAs severely limit post-confirmation modifications. OTA cancellation rates can reach 50% in some markets, compared to about 18% for direct bookings. Modifications for OTA reservations typically go through the OTA platform rather than directly with hotels.

Direct booking platforms work differently: you work with hotels directly or through a single provider that handles modifications for you, cutting out the OTA middleman when plans change.

What should project-based companies look for in booking flexibility?

When timelines shift constantly, prioritize same-day cancellation protection over standard 24-hour windows. Look for real refunds and flexible policies, not travel credits that expire within 12 months. This distorts project cost allocation. Project-level tracking with job codes ensures accurate cost allocation across concurrent jobs, and consolidated invoicing eliminates scattered receipt management.

Engine's optional FlexPro coverage allows cancellation until noon on check-in day for individual bookings (1-9 rooms), regardless of the hotel's policy. Refunds may be issued as money back or Engine Travel Credits, depending on eligibility. The subscription starts at $200/month or $2,000 annually and covers all company bookings. For crew travel, custom fields tag every booking with job codes, and travelers can submit book-outside-policy requests when they need exceptions.