Long flight delays and last-minute cancellations often leave passengers stranded overnight, especially when replacement flights are scheduled for the next day. In these situations, travelers may find themselves stuck at the airport with limited information and no immediate assistance.
Passengers often end up booking hotels themselves when airline help desks are overwhelmed, accommodation isn’t offered promptly, or staff are unavailable. Instead of waiting for hours at the airport, many travelers choose to arrange their own accommodation so they can rest and continue their journey the next day. The good news is that in many cases, you can claim the cost of that hotel back.
In this article, we’ll explain when airlines are required to provide hotel accommodation, when you’re allowed to book your own hotel, and how to reclaim those costs under your right to care as a passenger.
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Your Right to Care Explained
The right to care is a key passenger protection under EU261 and UK261 regulations.
It requires airlines to look after passengers when flights are significantly delayed (at least 3 hours), cancelled, or when boarding is denied — ensuring that travelers are not left without basic support during disruptions (e.g., meals and accommodation).
Airlines must provide accommodation when a disruption makes an overnight stay unavoidable. This usually happens when a delayed flight is rescheduled for the next day, a cancellation occurs late in the evening, or a missed connection leaves passengers stranded overnight. In these situations, the airline is responsible for arranging and paying for a hotel, as well as transportation between the airport and the accommodation.
Importantly, the right to care applies even when compensation is not owed. Regardless of whether the disruption was caused by extraordinary circumstances such as bad weather or air traffic control restrictions, airlines are still legally required to provide essential care — including hotel accommodation when needed.
When Airlines Must Provide a Hotel?
In some situations, you are entitled to a free hotel stay.
This usually applies when a long delay runs late into the night or when a flight is cancelled and the replacement flight departs the next day. In these cases, the airline must provide accommodation and should not expect passengers to find a hotel on their own. This obligation is part of the airline’s right to care under both EU261 and UK261 regulations.
The same applies to missed connections caused by a delay or cancellation on an airline-protected itinerary (i.e., connecting flights booked under one booking reference number). If missing a connection means you cannot continue your journey until the next day, the airline must provide a hotel for the night.
In all of these situations, the airline is obligated to arrange and pay for the accommodation, as well as transport between the airport and the hotel. This applies regardless of the cause of the disruption and even when compensation is not owed. If the disruption was caused by extraordinary circumstances such as bad weather, you are still entitled to a free hotel stay.
Why Airlines Sometimes Don’t Provide Accommodation?
Airlines may fail to provide accommodation in several situations, especially during widespread or unexpected disruptions.
Here are some of the most common reasons:
- Large-scale disruptions such as severe weather, strikes, or air traffic control issues, when many flights are affected at the same time
- Overwhelmed help desks, with long queues and limited staff unable to assist all passengers
- Late-night cancellations, when airline offices or service counters are already closed
- Hotel shortages near the airport, leaving the airline unable to secure rooms quickly
- Poor communication, where passengers are not clearly informed about their rights or available assistance
In these situations, passengers may reasonably book their own hotel and later claim reimbursement under the right to care, provided the costs are reasonable and properly documented.
Is It Okay to Book Your Own Hotel (Under the Right to Care Rules)?
Yes — in certain situations, you are allowed to book your own hotel and later request reimbursement from the airline. This typically applies when the airline fails to provide accommodation as required under the right to care, such as in the common situations outlined above.
In these cases, passengers are not expected to wait indefinitely.
Booking your own accommodation so you can rest is reasonable, as long as you keep all receipts and documentation.
Just to let you know, hotel expenses must be reasonable. You can’t book luxury stays and expect the airline to refund you.
What Counts as Reasonable Hotel Costs
To be reimbursed, hotel costs must be reasonable.
Airlines are not required to cover excessive or luxury expenses.
This means:
- Choosing a hotel that matches local price standards
- Avoiding luxury hotels, premium rooms, or unnecessary upgrades
- Selecting accommodation close to the airport whenever possible
The goal is to cover basic overnight needs, not comfort upgrades.
As long as your choice is sensible and proportionate to the situation, the airline should reimburse the cost.
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How to Claim Hotel Costs Back?
To request reimbursement, submit a claim directly to the airline through its customer service or reimbursement form, usually available on the airline’s website.
Attach all supporting documents and clearly explain that the airline did not provide accommodation under its right to care obligations.
Processing times vary by airline, but hotel reimbursement claims typically take a few weeks to several months. If you don’t receive a response, follow up and keep copies of all correspondence.
Documents You Need to Claim Hotel Costs Back
To successfully claim hotel costs back from the airline, proper documentation is essential.
Airlines will only reimburse expenses that can be clearly verified.
Make sure you keep:
- The hotel receipt and proof of payment, showing the total amount paid and the date of stay
- Your booking confirmation, including the hotel name and dates
- Your boarding pass and confirmation of the delay or cancellation, such as an email from the airline, app notification, or screenshots from the airport
Under European right to care rules, you’re entitled to a free hotel if your flight is disrupted. If the airline doesn’t provide one, you can book it yourself and claim the cost back later.
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Featured photo by Quang Nguyen Vinh from Pexels