Groups15 min

Group Booking Guide for World Cup 2026

Everything you need to know to organize accommodation for your group

Traveling in a group to the World Cup can be more economical and fun, but it also requires more planning. Whether you're traveling with friends, extended family, a fan club or an organized group, this guide will help you get the best rates and coordinate the perfect accommodation.

Group Types and Strategies

Small Group (5-10 people)

You can book individual rooms at the same hotel using normal reservations. Contact the hotel afterward to request nearby rooms. Some hotels offer small discounts (5-10%) for 5+ rooms.

Tips

  • Book early to ensure availability
  • Request rooms on the same floor
  • Consider suites for 4+ people

Medium Group (10-25 people)

You qualify for group rates at most hotels. Contact the hotel's group/events department directly. Expect 10-20% discounts and possible additional benefits like a free meeting room.

Tips

  • Request formal written quote
  • Negotiate extra benefits
  • Ask about unused room policy

Large Group (25+ people)

Working with a specialized tour operator can be more efficient. They have access to blocked inventory and better rates. They can also help with transportation and match tickets.

Tips

  • Compare multiple operators
  • Verify they're accredited
  • Ask for references from previous groups

How to Negotiate Group Rates

Contact Directly

Don't use online platforms for large groups. Call or email the hotel's sales/groups department. You'll get better service and more negotiation flexibility.

Mention Flexible Dates

If you have date flexibility, mention it. You might get better rates arriving a day before/after the match or staying more nights.

Get Everything in Writing

Request a formal contract including: agreed rate, deposit policy, deadlines, cancellation policy, included amenities.

Negotiate Extra Benefits

Beyond price, ask for: room upgrades, included breakfast, late checkout, meeting room, free parking, premium WiFi.

Deposits and Payments

Group reservations require different financial commitments than individual ones. Understand the conditions well before signing.

Typical Payment Structure
Initial Deposit:Typically 10-25% of total upon confirmation. May be non-refundable or partially refundable.
Second Payment:Additional 30-50% usually 60-90 days before arrival.
Final Balance:The rest is paid 14-30 days before or at check-in.
Credit Card Guarantee:Many hotels require the organizer's credit card as additional guarantee.

Rooming List

The rooming list is a crucial document detailing which guests will occupy which rooms. Hotels request it 14-30 days before arrival.

Must Include
  • Full name of each guest (as it appears on ID)
  • Assigned room type
  • Arrival and departure dates per person
  • Special requests (extra bed, accessibility, etc.)
  • Contact information for each guest
  • Individual vs group payment method

Attrition Policy (Unused Rooms)

One of the most important aspects of group reservations. Defines how many rooms you can cancel without penalty.

20% Attrition:

If you booked 50 rooms, you can release up to 10 without penalty.

Attrition deadline:

Usually 30-45 days before. After this date, you pay for all rooms.

Penalty:

If you exceed allowed attrition, you pay 50-100% of unused rooms.

Accommodation Types for Groups

Traditional Hotel

Corporate groups, organized fan clubs

Pros

  • Professional services
  • Group experience
  • Common areas

Cons

  • Rooms may be dispersed
  • Less privacy

Aparthotel / Serviced Apartments

Extended families, long stays

Pros

  • Full kitchens
  • More space
  • Separate living areas

Cons

  • Fewer hotel services
  • May require self-cleaning

House/Villa Rental

Groups of friends, close families

Pros

  • Everyone together
  • Kitchen and common room
  • Can be more economical

Cons

  • Limited availability
  • No hotel services
  • Cleaning and logistics

Group Coordination

  • Designate a main coordinator with decision-making authority
  • Create a WhatsApp/Telegram group for communications
  • Establish clear deadlines for confirmations and payments
  • Use tools like Google Sheets for payment tracking
  • Consider group travel insurance
  • Have a plan B for last-minute cancellations
  • Coordinate group transport to stadium in advance

Important Precautions

Watch Out For
  • Avoid operators or agencies without verifiable references
  • Never pay 100% in advance to a third party
  • Be wary of 'exclusive offers' that are too good
  • Verify the hotel exists and has the mentioned capacity
  • Read ALL the fine print of the contract
  • Keep copies of all communications
  • Use credit cards for greater protection

Plan Your Group Accommodation

Explore hotel options in all host cities and find the best accommodation for your group.

View Host Cities