How to Book a Hotel Room with Specific Requests (e.g., a Non-Smoking Room)

 When booking a hotel room, you might have specific preferences or needs that go beyond just securing a place to stay. Whether it’s a request for a non-smoking room, a specific bed type, or additional amenities like an early check-in or late check-out, it’s important to make sure your preferences are communicated to the hotel and reflected in your reservation. Fortunately, most hotels allow you to make special requests during the booking process, either through an online booking platform or directly with the hotel.

In this article, we’ll guide you through the steps for booking a hotel room with specific requests, ensuring that your stay is as comfortable and tailored to your needs as possible.

1. Determine Your Specific Requests

Before you begin your hotel search, take some time to identify exactly what you need or prefer during your stay. Some common specific requests include:

• Non-smoking rooms: Many hotels offer both smoking and non-smoking rooms, and it’s important to specify your preference, especially if you have sensitivities to smoke.

• Bed type: If you have a preference for a queen bed, king bed, or twin beds, this is something you’ll need to request ahead of time.

• Early check-in or late check-out: If your flight or travel schedule requires you to check in early or check out later than the hotel’s standard times, be sure to communicate this.

• Accessibility needs: For those with mobility challenges, it’s essential to request an accessible room with features like grab bars, wider doors, and roll-in showers.

• Room location: If you have a preference for a particular floor, a quiet room, or a room with a view, these can often be requested in advance.

• Additional amenities: If you need items like a crib, extra pillows, or a mini-fridge, make sure to indicate this in your booking.

The key to a smooth hotel stay with specific requests is to make them clear when booking and confirm their availability.

2. Use Hotel Booking Platforms with Special Request Options

Most hotel booking platforms, such as Booking.com, Expedia, or Hotels.com, allow you to specify certain preferences during the reservation process. Here’s how to go about it:

• Start your search: Choose the destination, dates, and the number of guests to begin searching for hotels.

• Select your hotel: Once you find a hotel that meets your needs, click on it to proceed with booking.

• Look for special request fields: On the booking page, many platforms will have a section where you can add additional requests. This is often labeled as "Special Requests" or "Room Preferences." Look for this section as you go through the booking process.

• Enter your request: In the special request field, you can enter detailed information about your preferences. For example, you can type, “Non-smoking room, high floor, king-size bed,” or any other preferences you may have. Some platforms may even provide checkboxes for common requests like bed type, accessibility, or smoking preferences.

• Double-check your requests: Before submitting the booking, review the details to ensure that your requests have been entered correctly.

It’s important to remember that while hotels often make an effort to accommodate special requests, they can’t always guarantee that your request will be fulfilled, especially during peak travel times or if the hotel is fully booked.

3. Book Directly with the Hotel

If you have specific requests or need to guarantee that your preferences are met, booking directly with the hotel is often the best option. Many hotels allow you to make special requests during the booking process on their own websites. Here’s how you can book directly:

• Visit the hotel’s website: Search for the hotel you wish to book, either by name or through a destination-based search. Hotel websites usually have an easy-to-use booking engine where you can choose your dates and other options.

• Choose your room: Select the room type that best suits your needs, and proceed to the booking page.

• Special request options: During the booking process, you’ll typically be presented with a "Special Requests" or "Additional Information" section. This is where you can submit your preferences, such as a non-smoking room or a room on a higher floor.

• Contact the hotel directly: After booking, it’s always a good idea to contact the hotel directly to confirm your requests. You can do this via email or by calling the hotel’s front desk. Let them know about your special requirements and ask if they are able to accommodate them.

Booking directly with the hotel can increase the likelihood that your requests will be prioritized, and some hotels may even offer perks, such as room upgrades or free amenities, for direct bookings.

4. Confirm Your Special Requests After Booking

Once you’ve made your booking, it's a good practice to confirm your special requests with the hotel. While booking platforms often allow you to submit preferences, contacting the hotel directly will ensure that they have your request on file.

• Call or email: A day or two before your stay, reach out to the hotel via phone or email to verify that your requests have been noted. If your request is critical (such as an accessible room), it’s especially important to confirm this ahead of time.

• Ask for confirmation: Request a confirmation from the hotel that your requests have been acknowledged. If you’re booking for a large group or have multiple special requests, a written confirmation via email can be especially helpful.

Confirming your special requests ahead of time will help avoid any confusion during check-in and give the hotel ample time to accommodate your needs.

5. Be Prepared for Flexibility

While hotels will do their best to accommodate special requests, it’s important to remember that certain factors—such as high demand, last-minute bookings, or full occupancy—can impact their ability to fulfill all requests. Here are a few tips for handling potential issues:

• Check-in early: If you have a specific room preference (such as a non-smoking room or a room with a view), it’s a good idea to check in as early as possible. Rooms are often assigned on a first-come, first-served basis, so the sooner you arrive, the better chance you have of getting your preferred room.

• Be flexible: If the hotel is unable to accommodate a specific request, be open to alternative solutions. For example, they may offer you a different room type or provide additional amenities to make your stay more comfortable.

• Ask for compensation: If a specific request that you made in advance isn’t fulfilled, consider politely asking for a compensation, such as a room upgrade, free Wi-Fi, or a discount on your stay.

Hotels strive to ensure that guests have a positive experience, and if there is an issue with your room or special request, most will be willing to make it right.

6. Other Tips for Special Requests

In addition to the common requests mentioned above, here are a few other things to keep in mind when booking a hotel room with specific needs:

• Travel during off-peak times: If you have very specific needs, consider traveling during off-peak seasons when hotels are less likely to be fully booked. This increases the chances of getting the exact room you requested.

• Loyalty programs: Many hotel chains have loyalty programs that offer members priority access to room preferences, upgrades, or special requests. If you frequently stay at a particular hotel chain, consider signing up for their loyalty program.

• Special occasions: If you’re celebrating a special occasion, such as a birthday or anniversary, be sure to mention this when booking. Hotels often provide complimentary perks, like champagne or chocolates, for special celebrations, and mentioning it in advance can make your stay even more memorable.

Conclusion

Booking a hotel room with specific requests, such as a non-smoking room, a particular bed type, or accessibility needs, is easier than ever thanks to online booking platforms and direct hotel reservations. The key is to clearly communicate your preferences, confirm your requests with the hotel ahead of time, and be flexible in case your requests can’t be fully accommodated.

By following these steps, you can ensure a more comfortable and enjoyable stay that meets your specific needs, allowing you to focus on the purpose of your trip instead of worrying about your accommodation.