My risk meter is pretty low. What I mean by that is I like things sorted out ahead of time for important things - and there's nothing more important to me on a road trip than to know where we are going to sleep at night.
We know several people who make trips routinely and just "stop and get a place" when they are ready to stop for the night. With the prevalence of cell phones and internet at your fingertips, this is a less risky plan than 25 years ago when you had to rely on the AAA Guide Book or a roadside sign to know what options there might be in the next town up the road. Today you can do a quick search to not only find what hotels are coming up, but whether there is availability and what it's going to cost - and you can make the reservation without having to wake up the night clerk.
But these same folks also have tales of "no room at the inn" or the exorbitant price of a last-minute room. Or having to drive another 50-100 miles before finding somewhere that wasn't super-sketchy where you had to worry about safety and security or the gator that was swimming in the pool.
My risk meter is pretty low - so that means making lodging arrangements ahead of time is high on my list of priorities for a trip as intricate as this one.
In a previous post, I wrote about researching the places we wanted to visit and where we would be overnight based on the things we wanted to do and the distance we wanted (or didn't want) to travel in day. Some places will be just overnight stays, but in others, we will spend 2-4 nights at a time. Some of the accommodations we want to stay at book up fast, so we couldn't wait too long to make a reservation or we would have to find somewhere else to stay. So spreadsheet in hand, we got busy making our reservations.
While there are several strategies for making and managing hotel reservations, I'll share ours with you. Obviously, you have to first know where you want to stay - the city or town or middle of nowhere, and when you plan to be there. For an extensive trip like this one, we investigated the areas that we thought might be significantly more expensive on weekends or holidays to determine if we needed to shift our arrival days to be a bit more affordable. We also checked on minimum night requirements; we found that Air BnB's often have a 2-3 night minimum and some resort areas, during season, require 4+ nights (but off season they will allow a single-night booking). Our trip will have us in parts of Michigan just before and during "season opening" so we are planning accordingly.
Once we had our dates and locations set, we reviewed various travel-related sites to identify possible accommodations including hotels, bed and breakfasts, campgrounds, cabins, state park lodges, guest houses, inns, and Air BnBs. For our by-the-numbers readers like me, we have reservations with these hotel chains and accommodation types (number of locations): Marriott (3), Holiday Inn Express (5), Choice Hotels (3), Hilton (1), Radisson (1), Cabin/Campground (1), Resort (1), Independent Hotel/Motel (1), Air BnB (4), Inn/Bed&Breakfast (3), Condo Rental (1), and relatives (3).
We found that most hotel chains allow reservations 50 weeks in advance, but a few are shorter at 11 months out. Air BnB hosts often only book out 6 months in advance, but will sometimes open their booking window further out if you ask. Local inns, particularly in areas that have summer seasons, typically don't open their booking window for spring until after the winter holidays. And those that do allow for a more advanced booking usually have a stricter cancellation policy.
We are members of the loyalty programs for each of the hotel chains we will be using; we might as well earn the points, plus you can get a "member's rate" that saves a few dollars over the AAA or Senior rates offered. The member's rates were often pre-paid with no cancellations (just lose the money if you cancel), and while we are all for saving $5-$20 per night, we are still too far out to make that commitment. So we booked at the lowest rate available that allowed for free cancellation.
Here's a tip: check on the available rates for the same night at the hotel as if you were booking a new reservation; if it's lower than the rate you have, some of the hotel chains let you just update your reservation online to the lower rate, while others you'll want to book a new reservation and then cancel the original one to lock in the lower rate. (We have already saved $32 just by checking on two of our reservations.) We expect to make adjustments to our reservations once we are on the road to take advantage of any lower rates once the cancellation window won't matter for us.
In addition to booking ahead of time to know where we will be sleeping at night, we also opt to book directly with the hotel online rather than through one of the several third-party booking sites. While these sites offer convenience and what appear to be better prices, there is a risk of getting to the establishment and finding that there was a "glitch" and you don't have a room. [Did I mention my risk meter is pretty low?]
Do you have a strategy or money-saving tip for booking accommodations? If so, leave it in the comments to share with us and our other readers.
~ Cindy D.