Group Travel Guide: Room Blocks, Dining Options and Entertainment Add-Ons

Planning a trip with a large group of people isn’t just a vacation, but a logistical management strategy. There are several aspects of your trip to coordinate, including rooming, where to eat and what to do.

Luckily, figuring out these arrangements doesn’t have to be as difficult as it sounds, especially in Central California. By creating an easy-to-follow, accessible itinerary and choosing a location that centralizes your needs, you can combine all of your group’s desires into a cohesive getaway that’s fun for everyone.

Vacationing with your group in the middle of California, especially Lemoore, can serve as a strategic halfway point, especially for those split across cities like the Bay Area, Los Angeles and the Valley. Planning a group trip in the central area can simplify travel for everyone involved and provide everything needed, including effortless room arrangements, predetermined food options and nearby entertainment. 

Strategies for Managing Hotel Room Blocks in California

Successfully managing a room block requires more than just reserving dates. You’ll also have to navigate the specific contract terms and fee structures that can significantly impact your final budget. Here are some handy tips to keep in mind during the booking process:

Plan for Attrition Fees

“Attrition” is the fee you pay for rooms that were blocked off while planning but ended up unfilled. Most group contracts include an “attrition clause” that requires you to pay for non-booked rooms if you don’t fill the set attrition of your room block.

Standard cutoff dates are usually 30 days out from the intended stay date. Consider setting a calendar reminder to review your pickup report around 45 days before your stay. This can give you a two-week buffer to release any unnecessary rooms back to the hotel before the charges occur at the 30-day mark.

Account for Hidden Costs

Many hotels in California charge a hidden “resort fee” that can blindside guests at checkout. When comparing venues, look past the advertised room or group rate and read any fine print for mandatory resort fees, parking rates and other additional costs. Looking for resort fee-free places can potentially lower your group rate by 15%-20% of the average hotel cost, allowing you to budget while still receiving a quality stay. 

Leverage Your Options

To avoid feeling limited to a “one-size-fits-all” accommodation, you can reserve different styles of suites for those who may require more space or a quiet area, and take advantage of double queens or kings for a more standard stay that allows you to maximize your budget. Combine these offerings to make the most of your trip experience with your party. 

Selecting the Right Group Dining Options for Your Itinerary

Many travelers prioritize food during their trip, so planning ahead to meet everyone’s dining needs is crucial. Unsatisfying food options can quickly put a damper on your trip, especially with a lack of choices. Look for a place to stay with:

• Marketplace dining: The chance that a large group of people will all want to eat at the same place is likely slim to none. Instead of having a single set menu for every meal of your stay, choose a venue that offers marketplace-style dining options in the same area. This can allow anyone with dietary restrictions and specific preferences to eat together.
• Preplanned options: To streamline your event’s dining arrangements, consider sending your guests a survey or a list of preplanned meal options. This approach allows you to easily select dining choices, account for any dietary restrictions, and work with the venue to develop an appropriate meeting or group menu.

Prioritizing variety and planning ahead can ensure that meals become a highlight of your group’s trip rather than a hurdle.

When to Book a Private Dining Room

Ordering à la carte for a large group can be stressful, especially when it comes to separate ordering and billing. Wait times for large tables can also eat into your scheduled itinerary, leaving less time for your planned activities. Private dining and event centers allow you to preset meals, helping you adhere to a budget and plan accordingly weeks in advance.

If you plan to have a speech, toast, awards or another intimate moment, the main dining floor won’t cut it. Booking a private space will help make those celebrations more personal and memorable for everyone. 

Top Things to Do in Lemoore With a Group

One of the biggest headaches can be moving your group from the hotel to the activity and then to whatever is planned next. Staying in a singular general area, or even on-site, relieves the hassle of coordinating rental buses and Ubers, and keeping track of the whereabouts of everyone in your party. There are plenty of activities to do with your group in Lemoore, all close by.

A well-rounded itinerary prevents burnout by alternating between organized group events while providing necessary downtime:

• Structured fun: Booking with venues that provide an attached entertainment center can offer many activities, such as bowling tournaments, movie theaters or arcades, that can serve as a low-skill yet engaging bonding activity. 
• Unstructured leisure: Venues with a spa can provide moments of relaxation or recharge for everyone away from the crowd, while also leaving time open for the casino floor or lounge, which can allow for socialization without feeling “trapped” in a mandatory activity.

Balancing higher-energy interaction with personal freedom ensures everyone in your group can stay engaged without feeling overwhelmed by a more rigid schedule.

Best Practices for Group Hotel Booking

These simple organizational steps can help save you from planning headaches and keep your trip on track:

• Book for better rates: Scheduling your travel plans for midweek or during non-holiday months can help secure better rates than typical weekend or peak times. Keep in mind, not all amenities or additional services may be open during these lower-peak days or times.
• Designate a single point of contact: Avoid confusion by assigning one person, or yourself, to communicate updates to the hotel team. Multiple people making changes to rooming lists or meal counts can increase the risk of booking errors.
• Verify the Banquet Event Order (BEO): The BEO is the official instruction sheet for the hotel staff to adhere to. If certain needs or events aren’t listed on the page, then the staff won’t know to provide them. So, be sure to review every line item carefully before your arrival. 

Maintaining clear communication and planning ahead can help both you and the hotel staff get every detail right beforehand.

Plan Your Next Group Trip at Tachi Palace

Eliminate the guesswork and uncertainty while planning your next large group trip. Find everything your attendees could possibly need for your next vacation at Tachi Palace Casino Resort, from luxury accommodations, entertainment and dining options to budget-friendly rooming and amenities. Receive the best rates and avoid paying for any undisclosed parking fees, sales tax and resort fees when you reserve your trip with us.

Contact the Tachi Palace team to secure your dates and book a fee-free room block for all your planning and vacation needs, or request an online event proposal to help bring your next group event to life.