Group Hotel Booking for Tour Operators Running Tours in Europe
BCS Hotels is a B2B desk. We book group hotels in Europe for travel businesses that sell tours to their own clients, not for individual travelers.
A group hotel desk for travel businesses only
The desk handles group hotel booking for tour operators, travel agencies, student travel companies and other businesses that resell group travel. Proposals are written for professionals who work with room blocks, rooming lists and release dates.
Who we work with
To keep response times short and proposals accurate, we focus on operators who meet these criteria:
- Non-EU operator. Your company is based outside the European Union, for example in the United States, Canada, Australia or Asia. We currently serve non-EU operators only.
- 5 or more groups a year. You run group tours to Europe regularly, not a single trip.
- 20 or more rooms per tour. Counted across the tour, from a small school group to several full coaches.
If you are close to these criteria but not quite there, send the request anyway and tell us about your program.
How the request-based process works
Nothing on this site is booked instantly. You send a request, the desk works on it, and you decide.
- Request. Upload your itinerary on the request page or fill in the form: dates, cities in order, travelers, twin and single rooms, star level and whether a coach is used. You can add hotels from our destination pages to a shortlist first.
- Proposal. Within 48 hours (working days) you receive hotels and group rates for every stop, with notes on coach access, meals and free places. There is no fee to request.
- Contract. After you approve, the hotels are confirmed under one group contract with one payment schedule and one invoice.
- Before travel. We send the rooming list to each hotel, pass on name changes and track release dates.
On-trip support when a hotel problem occurs
The desk stays your contact while the group is traveling. When something goes wrong at a hotel, the tour leader or driver contacts us and we deal with the hotel directly:
- Rooms not ready or missing. We check the booking against the contract and rooming list and ask the hotel to fix the allocation.
- Wrong room types. If doubles were given instead of twins, or a driver room is missing, we take it up with the hotel under the agreed terms.
- Overbooking. If the hotel cannot accommodate the group, we work with the hotel on moving the group to a comparable property and on coach access to it.
- Coach or meal issues. Problems with coach drop-off or a group dinner are raised with the hotel the same day.
Frequently asked questions
Do you work with EU-based tour operators?
Not at the moment. The desk currently serves tour operators and travel businesses based outside the European Union, such as companies in the United States, Canada or Australia. The request form asks for your company country and whether you resell travel to your clients, and requests from EU-based companies are not accepted for now.
What is the minimum group size you book?
We handle tours with 20 or more rooms in total, up to about 500 rooms. The count is across the whole tour, so a group of 40 travelers in twin rooms plus driver and guide singles on a multi-city route qualifies. Most requests come from operators who run five or more groups to Europe each year.
Can I book hotels for a group on this website instantly?
No. The service is request-based, because group rates, room blocks and release dates are negotiated with each hotel. You send your itinerary, we return a proposal with hotels and group rates within 48 hours (working days), and hotels are only booked after you approve the proposal and the contract is in place.
Who do I contact if there is a problem with a hotel during the tour?
You contact the desk, the same team that prepared the proposal and holds the contract with the hotel. We speak to the hotel directly, check what was agreed, and work on a fix such as correcting room types or moving the group to a comparable hotel if the property cannot accommodate it.
Upload your itinerary. We return a group hotel proposal within 48 hours.
No fee to request. One contact and one contract for every hotel on the tour, from 20 to 500 rooms.