Booking domestic travel used to be so easy: there was one class and no internet. ‘Now it’s become very complex,’ says Ian Windsor, managing director of travel company HRG. There’s a huge variety of fares, often with restrictions, as well as a choice of carriers, low-cost airlines and rail companies. And for a non-professional to find all the options in one place is close to impossible. ‘It’s worth doing your research before you book,’ he says. The picture is further complicated because people are starting to use more regional airports.
With air fares, the more in advance you book, the cheaper it is. Conversely, says Windsor, ‘The further out you book hotel accommodation, the more expensive rooms are, and as you get closer to your departure date, hotels release rooms at the last minute, although there’s ?a risk related to that.’
‘We do a rates audit – we book accommodation at a company’s agreed rate, but we keep checking prices and will change a reservation to get the best rate and the best value available.’
His advice to secretaries and PAs booking accommodation is not to take the first confirmation you get. ‘Hotels will try to ?get away with rack rate. But ask what discounts and offers are available, even if it’s only getting breakfast included. If you don’t ask, you don’t get.’
Some of the biggest misconceptions surround the special deals that are advertised in the press, because the restrictions aren’t mentioned. ‘If it looks too good to be true, it probably is,’ he says.
Windsor recognises that travel is only one small element of a secretary’s job. ‘It’s difficult when you have a number of bosses, but if there’s anything your travel-management company can do to make life easier, ask us. People sometimes feel guilty about making a shopping call, but we are there to help. There’s no such thing as a stupid question.’
Let the train take the strain
The resurgence in rail travel has not just been a result of the recession. ‘Rail gets you to the heart of the city, whereas often you have to travel on from regional airports by taxi or hire car,’ says Paul Allan, chairman of Ian Allan Travel Management. ‘Also, you can relax during the whole journey and work, unlike on short-haul flights, which barely give you time to switch your laptop on.’
‘Where they can, people are travelling off peak,’ says Windsor, ‘and that’s more cost-efficient. They’re also requesting single seats on one side of the carriage for extra privacy.’
Of the 148 railway hotels built across Britain, only 68 are still in business as hotels but, with more people travelling by train, many have been restored to their former grandeur. Standards are now high, and their central location means travellers can walk to work from their hotel.
London
A large number of new properties have sprung up around Eurostar’s move to St Pancras. The Renaissance St Pancras Hotel London opens in the station building next year; Comfort Inn and Suites King’s Cross has completed a full refurbishment; and Novotel London St Pancras and Ambassadors Bloomsbury both provide four-star accommodation nearby. If your budget is tighter, there are Premier Inns and Travelodges at both Euston and nearby King’s Cross.
Elsewhere in the capital, the Andaz at Liverpool Street Station is also convenient for Stansted Airport, and the Hilton London Paddington and Quality Crown Hotel Paddington are both handy for the Heathrow Express.
Outside London
A £20m project at Best Western Premier Queen Hotel, opposite Chester Station, has created 87 new King’s Suites. The Queens in Leeds has also had a £10.5m renovation – Wi-Fi is now free, and the hotel has also launched the QClub, executive rooms with 24-hour internet access, flatscreen TVs, cordless telephones and a dedicated lounge.
In Hull, an extensive refurb at The Royal Hotel added plasma TVs and power showers, plus free Wi-Fi. Opposite Crewe Station, Quality Hotel Crewe Arms provides free wireless and wired internet access, use of the fitness centre and on-site parking. The hotel’s bed and breakfast facilities have been upgraded to the new Quality Hotel standard.
Flying visits
In contrast to the elegance of railway hotels, airport hotels rarely inspire bright visions of a bygone age. But if you’re organising meetings for delegates from across the country or abroad, they are often the ideal meeting point. Before you book, check whether a hotel offers free airport transfers and parking. If not, you may be able to negotiate these into the price.
The competition at the big airports is strong, so standards tend to be high. Many airport hotels are part of a chain, so you tend to get similar facilties in all hotels in the group. For example, wired and wireless internet access is free in all Radisson Blu properties, but charged for in Park Inn, Hilton, Crowne Plaza, Holiday Inn and Holiday Inn Express hotels. (Airport transfer services to and from all the hotels below are charged, unless otherwise mentioned.)
Northern Ireland and Eire
Park Plaza is just 50m from Belfast International Airport and has 10 conference rooms (it holds 250 theatre-style) with Wi-Fi throughout – it’s also the only hotel at the airport. There’s a bigger choice at Dublin Airport, starting with Hilton Dublin Airport (350), just outside the airport perimeter, which provides a shuttle service. The Clarion Hotel picks up passengers at the airport free but charges €1 for the return journey; Wi-Fi is free in the 13 meeting rooms (200). Radisson Blu (420) is also minutes from the airport and was refurbished last year. More four-star accommodation close to the terminals is available at Carlton Hotel Dublin (550), with video-conferencing and free Wi-Fi, and Crowne Plaza Hotel Dublin Norwood (800).
Scotland
At Aberdeen airport, the closest hotel – walking distance or free shuttle – is Thistle Aberdeen Airport Hotel (400) with parking at a nominal charge for day delegates, and free for those on the overnight Park & Fly offer. If you head southwards, the Ramada Jarvis Glasgow Airport (30) provides free Wi-Fi. Just two minutes’ walk from the terminal, Holiday Inn Express has breakfast included in the room rate, while the Holiday Inn (300) is right next to the airport – both have recently been renovated. Hilton Edinburgh Airport has 22 meeting rooms (300), wired internet access and Wi-Fi on request; Quality Hotel Edinburgh (100) has free Wi-Fi throughout.
Manchester
The Radisson Blu is joined to the airport and has 31 meeting rooms (350) and video-conferencing; the residential meeting package includes breakfast. Further out, the Marriott has 215 rooms and 14 meeting rooms (150) with wireless internet access throughout. Or to add Georgian elegance to your event, check out the Etrop Grange Hotel (100), where the bedrooms have been refurbished and there’s free Wi-Fi.
Birmingham
Hotel Novotel Birmingham Airport is opposite the airport and has free sky-rail transfers to the NEC and Birmingham International Station. For a budget alternative, try the nearby Ibis. At the NEC, Crowne Plaza Birmingham NEC, Express by Holiday Inn and Birmingham Hilton Metropole (2,000) are a sky-rail transfer from the airport.
London
Stansted Airport is a short walk from Radisson Blu, which has 26 meeting rooms (400) and video-conferencing facilities. Alternatively, Hilton London Stansted at the airport itself has 18 meeting rooms (250).
While the choice at some airports is limited, at Heathrow it’s bewildering. The Hoppa bus serving local hotels costs £4 one way, and t