Canceling A Wedding Hotel Block: What You Need To Know

Wedding hotel blocks are a great way to ensure your guests have a place to stay, but what happens if you need to cancel? The good news is that it is possible to cancel a wedding hotel block, and in some cases, you may not even be responsible for any fees. The first step is to carefully review your contract, as this will outline the specific cancellation policy and any associated penalties. In general, the earlier you cancel, the lower the fees will be, with many hotels offering a full refund if cancelled more than six months in advance. It's important to confirm the details with your hotel, as some may require a certain percentage of rooms to be booked, and you may be charged for any unbooked rooms. To avoid any misunderstandings, it's recommended to have the cancellation in writing, such as an email, rather than doing it over the phone.

What is a hotel room block?

A hotel room block is a reservation of a group of rooms by a hotel for an event, at a pre-negotiated group rate. The rooms are then booked and paid for by the attendees. The number of rooms in a hotel room block typically varies from 10 to 30, depending on the hotel.

Hotel room blocks are especially useful for weddings where a lot of guests are travelling to the area, or for destination weddings. They make it easier for guests to plan their travel early, and allow them to stay in the same accommodation as other guests, which can make wedding planning and transportation easier.

There are two main types of hotel room block: an open or courtesy block, and a guaranteed block. An open or courtesy block is a designated number of rooms set aside with a cut-off date for when the rooms can be booked. After this date, any unbooked rooms will be released and the host will not be financially responsible for filling them. A guaranteed block means the host is financially responsible for booking a certain percentage of rooms.

When setting up a hotel room block, it's best to do so as early as possible to ensure the hotel has enough room availability. It's also a good idea to set up blocks in hotels that are close to the wedding venue, and to consider the amenities available in the local area.

The number of rooms needed will depend on the guest list, and how many people are travelling in from out of town. It's also worth considering whether any local guests might want to stay over, rather than driving home after the wedding.

When should I make my hotel room block reservation?

Reserving a hotel room block for your wedding guests is a great way to ensure they get a good rate and that they're all staying close to your venue. It's also a good idea if you want to spend more time with your guests, especially if you're having a destination wedding.

The best time to reserve a hotel room block is as soon as the hotel will allow it, which is typically 12 months or less before your wedding date. Some hotels may allow reservations even earlier than this. It's a good idea to reserve your room block as soon as you've locked in your wedding date and venue, as this will secure the lowest rates for your guests. If you're getting married during a busy time of year, you may need to reserve your room blocks nine months to a year before the wedding. If your wedding date coincides with a seasonal holiday, local event, or convention, you should reserve your room blocks at least 10 to 12 months in advance.

Before reserving a room block, you should have a good handle on your guest list to help determine how many rooms you want to block off. You'll also want to be strategic about the location of the hotel—ideally, it should be as close to your venue as possible.

How many rooms should I reserve?

When it comes to reserving hotel rooms for a wedding, there are a few things to consider. Firstly, it is important to estimate the number of out-of-town guests who will need accommodation. To do this, you can divide the number of attending guests by two to estimate the number of households that will require a room. For example, if you have 50 out-of-town guests, you will likely need around 25 rooms.

It is also important to consider the percentage of guests who will likely book a room. For a local wedding, this might be around 80%, whereas for a destination wedding, it is more likely to be 100%. So, using the previous example of 25 rooms, if your wedding is local, you may want to reserve 20 rooms.

In addition, you should think about whether your wedding party or immediate family members will need a room, even if they live locally. It is also a good idea to consider local guests who may not want to drive home after the wedding. However, this is more difficult to estimate, and you may want to offer these guests rooms closer to the wedding date to help meet your booking commitment.

If you are having a destination wedding or have a large number of out-of-town guests, you may want to reserve rooms at two or three hotels to offer guests a choice of location and price. It is recommended to start with a small number of rooms and add more if needed, especially if you have a contracted room block, where you may be charged for unbooked rooms.

Finally, it is worth noting that some hotels offer courtesy room blocks, where there is no financial obligation to fill the rooms, and you can simply add more rooms if the initial ones fill up.

Where should I reserve rooms?

When deciding where to reserve rooms for your wedding, there are a few key factors to consider. Firstly, the location of the hotel in relation to your wedding venue is important. Ideally, the hotel should be within walking distance or a short car or shuttle ride away. If that's not possible, try to keep the travel time within a 15-minute window. You should also consider the location of any other wedding events, such as the rehearsal dinner or a post-wedding brunch, to make it convenient for your guests to get to these locations.

In addition to location, you'll want to think about the cost of the rooms. Rooms that are priced between $100 and $150 per night tend to be the most appealing to guests. If the cost is higher, you may want to offer a few different hotel options at various price points to accommodate different budgets. It's also worth asking hotels about potential discounts for your guests if you're able to secure them a certain number of bookings.

Another factor to consider is the size of the hotel room block. Typically, there is a minimum of 10 rooms required to reserve a block, and the maximum can be up to 30 rooms or more, depending on the hotel. If you have a large number of out-of-town guests, you may need to reserve blocks at two or three hotels to ensure there are enough rooms.

When choosing a hotel for your room block, it's also a good idea to consider the amenities and perks offered. Complimentary wifi, early check-in or late checkout, complimentary breakfast, or a hotel bar are all things that your guests may appreciate. Some hotels may also offer a complimentary room for the couple or distribute welcome bags to your guests' rooms.

Finally, it's important to read the contract carefully and understand the terms and conditions, including any cancellation policies or financial obligations, before reserving a room block.

Should I keep cost in mind when selecting a hotel?

When it comes to selecting a hotel for your wedding, it is essential to consider various factors, including cost, location, amenities, and the number of rooms needed. While cost should be a consideration, it is also important to weigh it against other factors to ensure you are making the best decision for your special day.

Firstly, it is crucial to understand the concept of a hotel room block. This is when a hotel sets aside a group of rooms for an event, offering a pre-negotiated group rate for your guests. Usually, there is a minimum of 10 rooms, and this can go up to 30 rooms or more for larger weddings. By blocking hotel rooms, you are promising to fill a certain number of rooms for a specified period, typically the night before and the night of the wedding. This option often provides your guests with a discounted room rate and ensures they won't have to spend time researching accommodation options.

When selecting a hotel, it is essential to consider your budget and the financial situation of your guests. If you expect many out-of-town guests, it is considerate to offer hotel options at different price points. This ensures that your guests can choose accommodations that fit their budgets, especially if they need to stay for multiple nights. It is worth noting that some hotels may require a deposit for wedding room blocks, but this is not common. If a deposit is required, it typically ranges from 10% to 50% of the total room cost.

Additionally, the location of the hotel plays a vital role in your decision. Ideally, you should look for hotels within walking distance of your wedding venue to minimize travel time and costs for your guests. If the nearby hotels are not within a convenient distance, consider arranging transportation for your guests to and from the wedding venue. This could be a thoughtful gesture, especially if alcohol is being served.

When evaluating hotels, consider the amenities and perks they offer. Some hotels may provide airport shuttles or transportation to and from your venue, which can be a significant convenience for your guests. Other amenities to consider include welcome bag distribution, early check-in or late check-out, parking availability, and access to a swimming pool, fitness centre, or room service. These additional services can enhance your guests' overall experience.

In conclusion, while cost is an important consideration when selecting a hotel for your wedding, it should not be the sole deciding factor. By taking into account factors such as location, amenities, and the number of rooms needed, you can make a well-informed decision that balances cost with the comfort and convenience of your guests. Remember to read contracts carefully and ask questions to ensure you understand the terms and any potential financial obligations.

Frequently asked questions