Making Hotel Reservations
By Rick Steves
I used to travel with absolutely no reservations. A daily chore was checking out several hotels or pensions and choosing one. Europe was ramshackle, things were cheap, and hotel listings were unreliable and unnecessary. Now, like hobos in a Jetsons world, budget travelers need to think one step ahead.
Use a good guidebook. Choose a guidebook whose travel philosophy matches yours. These days, those who rely on the tourist office or go potluck are likely to spend $50 more than necessary and get a lousy room. That's why I give hotel listings a very high priority in researching and writing my guidebooks.
Call ahead. When traveling off-season or in less crowded places, my standard room-finding tactic (assuming I know where I want to be) is to telephone in the morning to reserve my room for the night. I travel relaxed, knowing a good place is holding a room for me until late afternoon. A simple phone call a little in advance assures me a good-value room. Lately, I've been getting aced out by my own readers. So when I want to be certain to get my first choice, I call or email several days — or even several weeks — in advance. For peak-season travel and when visiting big, popular cities (such as London, Paris, Madrid, Venice, and so on), I make my reservations as soon as I can pin down a date.
A hotelier will usually request your credit-card number as a deposit when you book your reservation. You can be billed for one night if you don't show up. (Be warned that some hotels may charge you if you cancel with too short notice; if your plans are iffy, confirm a hotel's cancellation policy before booking to avoid an unpleasant surprise upon canceling.) Some hotels will hold a room without a deposit if you promise to arrive early. The earlier you promise, the better your chances of being trusted. If you'll be a little late, call again to assure them you're coming. Also, cancel if you won't make it. If someone cancels after 5 p.m. and the room-finding service is closed, the room will probably go unfilled that night. When that happens too often, hotel managers and B&B owners start to get really surly and insist on cash deposits.
Try to email or fax your long-distance reservations. European hoteliers prefer reservation requests by email. An email in simple English communicates clearly, minimizes the language barrier (especially helpful in southern Europe, where, because of the language barrier, a phone call may accomplish little), gives your hotel a quick and easy way to respond, and is free for both parties. Whenever possible, reserve by email (we've even made a form to help you out).
Hotels, pensions, and B&Bs that lack email likely have a fax number. Photocopy and use the handy fax form included in this chapter. If you don't get a response, assume the hotel received and understood your request and has no room available for you (some hotels get 30–40 faxes a day and would go broke returning them all). You can also make a reservation by telephone.
In your emailed or faxed request, always list these items: your dates (with date and expected time of arrival, number of nights you'll stay, and date of departure); your room needs (number of people, the facilities you require); and your budget concerns (of course, a trade-off with facilities).
Once they've offered you a room, accept the reservation and send your credit-card number as a deposit. I usually simply send my credit-card number in an email, but this does pose a security risk. To be more secure, consider emailing your credit-card number in two separate messages (the first eight numbers in one message, the last eight in another); or, better yet, call or fax the hotel to give them the information. Either way, request a confirmation with the price quoted.
Ideally your credit-card number will be accepted as a deposit. If a cash deposit is required, you can mail a bank draft or, easier, a signed $100 traveler's check. (Leave the "pay to" line blank and encourage them to avoid bank fees by just holding the check as security until you arrive and can pay in cash.)
Many hotels have a reservation request form built right into their websites. Type in your preferred dates, and the website automatically displays a list of available rooms and prices. To reserve, enter your contact information and credit-card number; the hotel will send you a confirmation via email. Two notes of caution: Before entering your credit-card number, make sure the site is secure (check for the https:// in your browser's address bar and a padlock icon in the corner). If you have any doubts about security, fax your credit-card information instead. And don't mistake an online booking site for a hotel's own booking form. While online hotel booking sites can be a good deal, it's better to book directly with the hotel (which eliminates the middleman, and saves both you and the hotelier money).
Don't panic. If, after several tries, it seems that every hotel in town is full, don't worry. Hotels take only so many long-distance advance reservations. They never know how long guests will stay and like to keep a few beds for their regulars. Call between 8 and 10 a.m. the day you plan to arrive. This is when the receptionist knows exactly who's leaving and which rooms he needs to fill. He'll be eager to get a name for every available room. Those who are there in person are more likely to land a room. Many simple hotels don't bother with reservations more than a couple of weeks in advance, and some very cheap hotels take no reservations at all. Just show up and sleep with your money belt on.
Updated for 2008. For lots more tips, check out our best-selling Europe Through the Back Door travel skills guidebook.