Accommodation is the second highest business travel expense after air fares and not surprisingly, corporations try to find ways to curb this rising cost.

Companies such as MTR Corporation said half of its travel expense budget went into accommodation and the percentage was rising because of major long-term consultancy work in China, Europe, Australia, India, South Korea and the US, where senior staff members are sent to cut or close deals.

MTR staff stay about 900 nights in overseas accommodation every year.

The company uses many ways to secure a good deal including hotel websites, third party websites, hotel programmes, travel agents, airline sites and partners’ corporate rate. According to MTR spokesman, Ms Miranda Leung, hotel websites offer detailed information and are flexible.

They often list promotional rates. Their loyalty programmes entitle MTR to benefits such as negotiable early check-in and late departures without extra charges, room upgrades and additional benefits for VIPs.

Some websites also give at-a-glance rate comparisons and make it easy for companies to find out if what they are paying is in line with the market rate.

Ms Leung said: “Normally we get 20 to 30 per cent off the published rate and room allotment may still be available at the last minute even when the hotel is fully booked.

“Our travel agents offer 30 to 40 per cent off the published rate inclusive of tax and sometimes with breakfast.”

She explained that even if MTR staff travelled to areas where the company’s preferred hotels were not available, its travel managers could usually do a deal and find out the best rates from the prospective partners they were going to negotiate with.

Another pragmatic way to cut costs is to use a lower category of hotel. Other usual tricks include last-minute deals and travelling on weekdays to avoid high-season rates.

Ms Leung said: “One should search the websites, call up handling agents and even hotels to check for compatible, promotional and last-minute offers. “Many of our trips are scheduled at the last minute.

“However when a big business deal is involved, you simply cannot wait a few days just to get a cheaper air fare.

“And even though early bird bookings help save money, it is difficult with corporate travel to plan so early.”

China Travel Service (Hong Kong) caters to business travellers from the US, Europe and South-east Asia, who are price conscious.

Assistant manager, Ms Doris Lam, sticks mostly to contracted hotel partners. She said: “Sometimes, we speak to new hotels because they always have opening promotions.”

Similarly, she secures good deals by building up volume with familiar hotels. In return she guarantees a certain number of room nights per year. Ms Lam said there was an upward trend in hotel rates in Hong Kong and she expected double-digit increases this year.

“Therefore, we move clients to non-CBD locations by providing coach services.

“Better still, we shorten stays in high-rate locations and spend more nights outside Hong Kong in places such as Shenzhen.”

She suggested business travellers avoid peak season travel to Hong Kong, especially from September to November. This autumn would be worse because of the opening of Hong Kong Disneyland in September, Ms Lam added.

“Nobody knows how many people will be coming to Hong Kong for this big event.”

For listed companies such as Wharf Holdings, executive travel is mostly to China and some to Singapore, Europe and the US.

Wharf’s spokesman said it did not have much bargaining power outside Asia because of lack of volume.

The spokesman added: “We usually book accommodation together with air tickets via travel agents because it is more cost effective. “They have a good understanding of our travel policy and can help us save on administrative cost.

“Meanwhile, they can suggest alternatives for our travel requests based on schedule and cost.”

The company has corporate agreements with certain hotels but still recommends its travellers to plan trips ahead of time to avoid peak seasons and holidays.

In addition, it tries to arrange mid-priced hotels rather than an airport or luxury hotel.