How to Book Hotels for Large Groups Without Losing the Group Chat

To book hotels for large groups, get a firm headcount and two or three date options, contact the hotel directly instead of booking room by room online, and compare all-in quotes before anyone pays. For groups of about 10 to 22, the simplest option is often one small hotel booked in full, like a hotel buyout in Palm Springs at The Muse. If you're negotiating a block at a bigger hotel, our group hotel rates guide covers how to ask for a discount. Here's the full playbook.

Step 1: Get the real headcount

Not the hopeful one. Ask the group chat for a yes or no by a deadline, and count every person who will sleep there. Then decide who's paying for what: one organizer who collects from everyone, or each person paying their own room. Settle that before you get quotes, not after.

Step 2: Pick the format

There are three ways to put a big group to bed:

Format	How it works	Best for
Room block	A hotel holds a set of rooms at a group rate	Weddings and conferences at large hotels
Hotel buyout	Your group books every room at a small hotel	Celebrations of about 10 to 22 people
Vacation rental	One house for everyone	Long stays and cook-at-home trips

A block keeps strangers in the hallway. A rental means sharing bathrooms. A buyout means every shared space belongs to your group.

Step 3: Book direct, not room by room

What are the best hotel booking platforms for large groups? Usually the hotel itself. Booking sites are built for one or two rooms, so ten separate reservations become ten confirmation numbers and no single person the hotel can talk to. Most hotels have a group request form or a sales contact. Use it.

Send one clear message: dates, number of guests, number of rooms, the occasion and anything you need, like a space to gather or early arrivals. Hotels answer organized requests faster.

Step 4: Compare the all-in totals

Ask every option for the full price with taxes and fees, then divide by the people actually staying. Check what's included. At The Muse, grab-and-go breakfast from Aspen Mills, parking and Wi-Fi are included, and a buyout has no bar minimum or required event package. Get payment and cancellation terms in writing before you commit.

Step 5: Make the rooming list early

This is where group trips go sideways. Assign rooms before anyone arrives, put the couples where they'll be happy and the early risers away from the night owls. On a Muse buyout, that means nine suites with 10 beds plus two rollaways for up to 22 guests:

• Brigitte, Audrey, Marilyn and Taylor: king suites with private fenced yards and full kitchens

• Kate: two queens, for the friends who share

• Bowie: the largest suite, with a separate bedroom

• Edie: a mini-fridge, microwave and coffee maker

• Sophia and Barbie: the rest of the lineup, each with its own look

Every overnight guest counts toward the 22. See every room on the suites page.

Step 6: Plan the trip, not just the beds

Group trips get easier with a few assignments:

• One planner, one spreadsheet. Flights, arrival times, dietary notes and who owes what.

• A loose schedule. One or two fixed plans a day, with pool time in between.

• Transportation sorted ahead. Palm Springs International Airport is minutes from The Muse, and our large group transportation guide covers getting around town.

• Add-ons booked early. Glam, in-room massages (at least 48 hours ahead) and yoga ($150 for the group with three days' notice) fill up on spring weekends.

For a girls' weekend version of this plan, see our Palm Springs girls trip page.

When should you book hotels for a big group?

As early as you can for spring. Palm Springs season runs roughly October through May, and April festival weekends go first. Summer afternoons often top 100 degrees, which means quieter weekends and more pool time. Still choosing a destination? Here's our take on group travel destinations.

Large group booking FAQ

How do you book a hotel for a large group?

Get a firm headcount and date options, contact the hotel directly through its group request form or sales team, and compare all-in quotes with taxes and fees before paying.

What is the best way to book hotels for a group of 20?

Book one property for everyone when you can. At The Muse, a full hotel buyout covers all nine suites for up to 22 overnight guests.

Is it better to book group hotel rooms online or directly?

Directly. You get one contact, one agreement and the chance to ask for group terms that booking sites can't offer.

Is The Muse adults-only?

Yes. The Muse is adults-only, and every guest must be 21 or older, including on full hotel buyouts.

The whole hotel. Just your group. Plan the weekend and send us your dates.