Group Hotel Bookings, Fully Managed for You
The best group rates for hotels don't have to be a secret.
With Pilot, you’ll avoid hours of tedious back-and-forth with unresponsive hotel reps and confusing proposal requests.
Great for...
✅ Retreats, offsites, conferences and tradeshows
✅ Event managers, planners, sports teams, and more
✅ Weddings and large family gatherings
It's free and fast - no credit card or deposit required
Pilot negotiates the best group rate and handles room blocks for you.
Whether you need a block of rooms for individuals to book from or a single large group booking, securing stays is tedious and costly in terms of time, money and stress. We make it easy, and save you money.
You’ll get:
- One trusted partner instead of a maze of hotel contacts
- Clear upfront rates
- Reserved blocks that fit your group
If you have a hotel in mind, we’ll negotiate the best group rate and handle the booking.
If not, we’ll find and compare the best hotel options for you.
You’ll avoid:
- Stressing over approaching deadlines
- Risking not having enough rooms
- Looking disorganized or unprepared
- Being taken advantage of by hotels and paying more than an industry expert would
- Confusion and frustration around rates, contracts, and block types
Real humans respond to and handle requests.
No AI bots.
Unlike other booking "engines".
Meet some of our team here.
“We couldn’t have managed to plan our trip so easily without Pilot.”
“Not having to go back and forth with the hotel? That was so nice. Pilot was our representative and had our best interests at heart.”
“Helped our group plan everything in one place, and even saved us money. Way better than juggling docs and texts.”
Is Pilot right for you? Take the quiz.
Hotel partners around the world that our users can book directly
Average discount from publicly available rates
Users have planned & booked events and trips with Pilot
How We Do It
Tell us your needs
Dates, headcount, budget, and must-haves. Pilot contacts matching hotels for your block. No guesswork, no hold music, no back-and-forth.
Compare and select
Review a shortlist with negotiated block rates, terms, and amenities already confirmed. Decide fast with total clarity.
Book and breathe
We secure the block and handle changes and special requests. Keep extra trip details, docs, and itinerary together in Pilot’s planner.
Pilot makes easy work of
booking 1 or 100 hotel rooms
More than just a service: you get one tool for everything you need to make trips happen
Frequently Asked Questions
Wait, why can’t I just negotiate directly with hotels?
You could, but know this: hotels often reserve their best rates for partners who bring them consistent, high-quality groups. That’s us. We’ve done the legwork, so you don’t have to start from scratch.
Isn’t this just a more expensive third party situation?
Not even close. We typically save you up to 25% off public rates. There are no markups, hidden fees, or “gotcha” moments. Just clean savings and clear alignment.
Are you really working for me or just the hotels?
We’ve booked everything from executive retreats to family events, friendcations to large trips for organizations and we’ve built our reputation on delivering. We confirm the rooms. We handle the details. We solve issues before they snowball.
What if I already have a hotel status membership?
If you have preferences or contacts you’d like us to work through, we’re happy to work with them. We might be able to even have you earn a couple points for your stay, too.
You’re not just selling packages are you?
No, our process can handle unique requests for any group size. Whether it’s separate invoices, tech-friendly venues, or rooms with ocean views and vegan snacks, we help you find properties that can flex to your needs. Think of us as your behind-the-scenes travel ops team that gets you your group's travel online rates with fewer headaches. Attendees appreciate our affordability when booking hotels, because we listen to the needs of your group, even small details like preferences around dining, room type, meeting space, the fitness center, business center, other facilities, or event venues in general. We've done lots of corporate events with many hotel brands, such as those in proximity to conferences or tradeshows. Every reservation is unique, that's why we negotiate group hotel rates for you.