Frequently Asked Questions

Please feel free to contact us at: 1-800-820-6738 / Comments@hotelplanner.com.


What is the minimum number of rooms to be a group?

In most cities hotels will only quote 9 rooms or more although in some secondary cities they will quote 5 or more.

How do group reservations work?

We take your request for a group reservation that you have submitted to us and arrange for this request to be sent to multiple hotels matching your budget, star rating range and other requirements. Each hotel will respond individually to your request online in the form of a bid with their group rates, policies and availability. We will notify you via email when new hotel bids arrive so that you can view the full offer details online. Upon viewing your responses from hotels online, you can either decline a bid and ask for a new bid or you can use the "Contact Hotel" button to lock in the rate and finalize all the details regarding your group reservation. Offers made by hotels to you and any bookings you make with them will be subject to the terms and conditions specified by the hotel, including but not limited to: (a) the time frames for which the offers are valid; (b) payment terms; (c) cancellation terms; and (d) incidental charges terms.

What if I want to book a group, but want each individual guest to pay for their stay?

You may book a group reservation with your credit card, cash or cashier's check deposit, and indicate to the hotel in the group contract that you want each individual guest to pay for their own room, tax and incidental expenses, or a combination of the above.

At the reservation cut-off date, you may have to indicate to the hotel the final number of rooms and nights that you desire for your group. You would also need to send the hotel a rooming list so they can verify the guests in your party and assign rooms to them.

What is the reservation cut-off date?

This is the date when the hotel will consider your group a definite booking. At this time, the hotel will need to have final information regarding your group, and confirm any changes to payment type, number of rooms, etc.

If final reservations and additional information are not received by the cut-off date, the hotel may release the room reservation block and rooms will be on a space available basis only.

How do I reserve my hotel room?

Our reservation process is very simple. After you have posted your travel needs, you will be notified by email every time a hotel bids on your travel. When you receive a bid that interests you, you may log into your account and click on the "Contact Hotel" button to begin the reservation process.

Is my credit card information safe?

Yes. We take this matter very seriously. To ensure your security, we utilize a secure commerce server which encrypts the credit card number and encodes it into a non-usable form. Our systems are GlobalSign secured.

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Lexyl Travel Technologies is also a member of the Better Business Bureau Online with an A+ Rating.

Lexyl is a member of Better Business Bureau Online

Why do I need to accept my bids online?

All bids must be accepted online or with your account representative from our company by email or phone. By accepting your bid online you ensure that you qualify for the special rate as well as any applicable rebates from us.

How do you get me VIP status?

We have special relationships with all hotels that bid on your business and may be able to get you room upgrades and other special amenities when you travel.

What is unique about your group reservations site?

We've used the latest technology combined with years of online travel customer feedback to build a website that gives you exactly what you need. We do this by combining the low prices of the internet with personalized customer service of your local travel agency.

Should I pursue the automatic bids immediately?

If you have time, we suggest that you wait at least one business day to see if the hotel sales managers that were notified by us can locate a specific deal that is better than the automatic bids.

Should I put comments in the additional request field when I post my reservations?

We highly recommend that you include as much information as possible. Our group bidding system is designed to customize your travel experience to your specific needs. The more our planners and our hotel partners know about your needs the better we can help you get exactly what you want.

Why did I not receive any bids back?

Certain destinations have special travel restrictions, like minimum night stays. For example almost all hotels in Carmel and Monterey, CA require a two night minimum stay on the weekends. We can sometimes find you hotels that do not have these special restrictions, however there are no guarantees. It's also possible during busy travel periods that hotels are fully booked.

How is the bid rate calculated?

Unless otherwise stated, your hotel rate is per room-per night.

How do I know my reservation is confirmed?

For individual reservations, instructions are provided following the secure reservation page. We will send you a confirmation email after you complete your reservation.

For groups, the hotel will be in contact with you directly.

How do I make changes to my reservations? (dates, names, hotels)

For individual reservations, please see your confirmation email.

For groups, please email all changes to your assigned planner from our company. If you are already confirmed at a hotel, you can make changes by contacting the manager at the hotel handling your group.

Can I still contact a bid past the offer expiration date?

Yes, but the rate may change and rooms most likely will not be available past the expiration date.