Canceling Wedding Room Blocks: What You Need To Know

section title: Can I cancel my wedding room block?

A hotel room block is a group of rooms set aside for an event at a pre-negotiated group rate. Usually, a minimum of 10 rooms are blocked off, and they are often reserved for out-of-town guests. There are two types of room blocks: courtesy and contracted. A courtesy block is when a group of rooms are held for guests for a set period of time, and there is usually no contract or deposit required. A contracted block, on the other hand, involves a contract and deposit, and there are financial penalties for unbooked rooms. When signing a contract for a room block, it is important to read the terms closely and pay attention to the attrition rate or attrition clause, which refers to the percentage of rooms that need to be filled to avoid a penalty fee.

If you need to cancel a wedding room block, the first step is to carefully review the contract and look for any clauses related to cancellation. The cancellation policy may include a sliding scale of penalties depending on how far in advance you cancel. If the contract is vague or unclear, it is recommended to seek legal advice or send a polite and firm email to the hotel management requesting cancellation without penalty. It is important to get the cancellation in writing, either through email or other formal communication channels.

Contracted vs courtesy room blocks

When it comes to wedding room blocks, there are two main types to consider: courtesy room blocks and contracted room blocks. Here's a detailed comparison between the two:

Courtesy Room Blocks:

• No Financial Obligation: With a courtesy room block, you are not financially obligated to fulfil bookings for all the rooms. This means there is no financial risk if some rooms remain unbooked.
• Contract and Cut-off Date: While you'll still need to sign a contract, it will typically only outline basics such as group room rates, guest room commitments, cut-off dates, gift bag fees, and other legalities. There is usually no deposit required.
• Room Nights: You usually start with a minimum of 10 room nights per night, and as those rooms fill up, you may have the option to add more if the hotel is not fully booked.
• Discounted Rates: Your guests often receive a discounted rate through a group code.
• Ideal for Smaller Groups: Courtesy room blocks are often reserved for smaller groups, typically under 30 rooms.
• No Guarantee: While rooms are held, they are not guaranteed. The hotel can sell out or offer rooms to another group.

Contracted Room Blocks:

• Mandatory Bookings: All contracted rooms must be booked. You are responsible if any room nights are not booked, and you will be charged.
• No Limit: There is no limit to the number of room nights you can book.
• Potentially Cheaper Rates: The room rate for a contracted room block may be cheaper than a courtesy room block, which is more appealing to your guests.
• Deposit and Cancellation Policy: Negotiated terms must be met, including a deposit, cancellation policy, minimum bookings, and other conditions.
• Ideal for Larger Groups: If you need to reserve more than 30 rooms, you'll likely need a contracted room block.
• Guaranteed Rooms: The rooms are guaranteed for your group and cannot be given to others outside your group.

When deciding between courtesy and contracted room blocks, it's important to consider the number of rooms you need, the financial risk you're willing to take, and the likelihood of your guests booking the rooms. Additionally, be sure to carefully review the contract and understand the terms, conditions, and any associated penalties for cancellations or postponements.

Attrition rates

The attrition rate is something to be aware of when signing a contract for a hotel room block. It's also worth noting that some hotels offer courtesy room blocks, where there is no financial obligation to fill the rooms. However, these are usually reserved for smaller groups of under 30 rooms.

When calculating the number of rooms you'll need to block, consider the number of out-of-town guests, the number of nights they'll stay, whether the wedding party or immediate family will need rooms, and the number of local guests who may not want to drive home after the wedding.

It's recommended that you reserve your hotel room blocks as soon as possible after booking your venue, at least six months before your wedding. If you're getting married during a busy time of year, it's not uncommon to reserve room blocks nine months or more in advance.

Cancelling a room block

If you need to cancel a room block for your wedding, the first thing you should do is check the contract for the cancellation policy. The cancellation policy will outline any fees or penalties associated with cancelling the room block, and this may depend on how far in advance you are cancelling. It is important to carefully review the contract before signing to understand your obligations and potential financial liabilities in the event of cancellation.

Some hotels offer courtesy blocks, which typically do not require a contract or deposit. With a courtesy block, there is usually no financial obligation to fill the rooms, and you may be able to cancel without penalty. However, if you have a contracted room block, there may be negotiated terms such as a deposit, cancellation policy, or minimum bookings that you are responsible for fulfilling.

If you are cancelling due to issues with the hotel, such as poor service or facility conditions, it is important to document these issues as evidence to support your case. You may also want to consider negotiating with the hotel to improve the situation, such as by requesting a courtesy block or asking for a reduction in the number of rooms required.

When cancelling a room block, it is recommended to provide written notice to the hotel as soon as possible. This can be done via email or letter, and it is important to keep a record of all communication. If there is ambiguity in the contract regarding cancellation fees, it may be worthwhile to consult a lawyer to understand your options and protect your interests.

It is also important to communicate any changes to your guests as soon as possible, especially if they have already made travel plans or accommodations based on the original room block. Providing clear and timely information will help ensure your guests have a positive experience despite the cancellation.

Deposits and refunds

Deposits are usually required for contracted room blocks, which guarantee that your guests will book a certain number of rooms for a set number of nights. The deposit amount typically ranges from 10% to 50% of the total room cost. It's important to carefully review the contract terms, as some hotels may require a deposit even for courtesy room blocks.

When it comes to refunds, the policies can vary. Some hotels offer courtesy blocks with flexible cancellation policies, allowing you to cancel without penalty by a certain cutoff date. However, for contracted room blocks, cancellation policies may include financial penalties, especially if the cancellation occurs within a certain timeframe before the wedding. These penalties can be structured as a percentage of revenue or a fixed amount. It's crucial to carefully review the contract and understand the cancellation terms before signing.

In some cases, you may be able to negotiate with the hotel for more favourable cancellation terms, especially if there are valid concerns about the hotel's service or condition. It's recommended to provide written notice of cancellation and to confirm the cancellation details in writing as well.

Additionally, it's worth noting that some hotels may offer refunds or waive penalties in unforeseen circumstances, such as the impact of COVID or other unforeseen events.

Booking timelines

It is recommended that you book your wedding room block shortly after booking your venue and at least six months before your wedding. If you are getting married during a busy time of year and are concerned about hotels filling up, it is not uncommon for couples to reserve room blocks nine months or more in advance.

Having the rooms booked before the save-the-dates go out (traditionally sent eight months before the wedding) is beneficial so that guests know where to stay as they think about their travel arrangements.

If you are blocking rooms for a local wedding with 150 guests, 50 of whom are from out of town, you can estimate that you will need 20 rooms. First, divide the number of out-of-town guests by two, which in this case gives you 25 households. Then, estimate that 80% of these will book a room, and multiply 25 by 0.80 to get your final answer of 20 rooms.

For a destination wedding, you can assume that 100% of your guests will book a room. If you have a guest list of 200 people, with 140 coming from out of town, divide 140 by two, which equals 70 households. Multiply that by 100% to get a hotel room estimate of 70 rooms.

You will also need to consider how many nights your guests are likely to stay. This will depend on how far your guests are travelling and your wedding itinerary.

If you are getting married at a hotel venue, a room block can be negotiated as part of your event. If you are getting married elsewhere, look for hotels near your venue and contact them to learn more about their pricing and room block policies.

Once you have reserved your room block, you can communicate the details to your guests via your wedding website or by email.

Frequently asked questions