Junior Rasmussen
Planning a wedding can be a daunting task, with many details to decide on. One of the most important things to consider is accommodation for your guests. This is where hotel room blocks come in. A hotel room block is a reservation of 10 or more rooms at a discounted rate, ensuring your guests have a convenient place to stay near your wedding activities, especially the reception. While it is not mandatory, it is a nice gesture, especially for those travelling from out of town or for destination weddings.
Do I need a hotel block for a wedding?
| Characteristics | Values |
|---|---|
| When to book | Book as soon as possible, especially if the wedding date coincides with a seasonal holiday, local event or convention. For a high-tourist-season wedding, block rooms at least 10-12 months in advance. For a winter wedding, 6 months should be enough. |
| Where to book | Choose a hotel that is within a 15-minute window of the wedding venue. If that's not possible, choose a hotel in an area that offers more to do during guests' downtime between events. |
| How many rooms to book | Estimate the number of households that will need accommodation by dividing the number of attending out-of-town guests by two. Then, estimate what percentage of your out-of-town guests will book a room. For a local wedding, this will probably be 80%, and for a destination wedding, it will be 100%. Multiply the number of households by the percentage of guests booking a room to get the final number of rooms needed. |
| How many hotels to book | For a local wedding, reserve spaces at two to three hotels to offer guests a choice of location and room rate. |
| How much it costs | The bride's family traditionally pays for the wedding party's accommodations. Guests are responsible for covering their own lodging. |
| How to get the best rates | Shop around for the best rates and incentives. Use a travel company or a website like Hotel Planner to help you find the best rates and negotiate. |
| How to inform guests | Inform guests as early as possible so they have ample time to choose and pay for a room. Include hotel block info on your save-the-dates, wedding invitations, and wedding website. |
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What You'll Learn
- Hotel room blocks are a nice gesture and a way to help your guests save money on accommodation
- You should reserve your hotel room block as soon as possible
- It's a good idea to offer guests a choice of location and room rate
- Guests are responsible for covering their own lodging, not the couple or the host
- You can include hotel block info on your save-the-dates, wedding invitations, and wedding website
Hotel room blocks are a nice gesture and a way to help your guests save money on accommodation
Hotel room blocks are a great way to help your guests save money on accommodation. They are usually offered at a discounted rate, which is a perk for helping the hotel to increase its occupancy rate. This is especially beneficial for destination weddings or weddings with many out-of-town guests, as it ensures that guests have a convenient and affordable place to stay near the wedding activities, especially the reception.
When blocking hotel rooms, it is important to consider the number of rooms needed. This can be calculated by estimating the number of households that will require accommodation and the percentage of out-of-town guests who will book a room. It is also a good idea to offer a variety of hotels at different rates to suit different budgets. Additionally, the timing of the reservation is crucial, with popular dates and locations requiring earlier booking, ideally before save-the-dates are sent out.
To get the best rates and concessions, it is recommended to negotiate with hotels and use offers from other hotels as leverage. Some hotels may also require a guarantor to ensure that the blocked rooms are filled, while others offer complimentary blocks up to a certain number of rooms per night. It is also important to inform guests about the hotel room blocks well in advance, so they can plan their travel arrangements.
Overall, hotel room blocks are a thoughtful way to assist your guests in saving money on accommodation and creating a seamless experience for everyone involved. They can also simplify planning for the couple, allowing them to focus on other aspects of the wedding.
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You should reserve your hotel room block as soon as possible
Hotel room blocks are a great way to ensure your wedding guests have a place to stay, especially if your wedding is a destination event or if many of your guests are coming from out of town. Even if your wedding is local, a hotel room block can be a nice gesture for those who may want a night away or a few drinks without having to drive home.
Booking a hotel room block as soon as possible is important for several reasons. Firstly, it ensures that you get the best options for your desired dates. If your wedding date coincides with a seasonal holiday, local event, or convention, it is recommended to reserve your room blocks at least 10 to 12 months in advance. This is because hotels tend to fill up quickly during peak seasons or popular events, and you want to ensure your guests have a place to stay.
Secondly, booking early allows you to include the hotel block information on your save-the-dates, wedding invitations, and wedding website. This gives your guests ample time to plan their travel arrangements and decide on their accommodations. It also helps them save money, as hotel room blocks typically offer rooms at a discounted rate. By reserving a block of rooms, you can negotiate a better rate for your guests, and they can benefit from the convenience of staying near the wedding activities, especially the reception.
Additionally, booking early gives you a better chance of finding hotels that meet your budget and preferences. You can shop around, compare rates, and negotiate with multiple hotels to get the best deal. Some hotels may even offer complimentary rooms or upgrades to the happy couple as an incentive.
Finally, booking your hotel room block in advance saves you from last-minute stress and allows you to focus on the other important details of your wedding. It is one less thing to worry about as your wedding day approaches. So, while planning a wedding can be daunting, reserving your hotel room block early will make the process smoother and more enjoyable for both you and your guests.
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It's a good idea to offer guests a choice of location and room rate
When choosing the location of the hotel blocks, consider the distance your guests will need to travel to get to your ceremony and reception locations. If it's not possible for guests to stay close to your venue, try to keep a cab or rideshare ride within a 15-minute window. Additionally, consider whether your wedding venue is in a happening area. If it's not, your guests might appreciate staying somewhere that offers more entertainment options during their downtime between events.
To get the best options, it's important to reserve your hotel room blocks as soon as possible, especially if your wedding date coincides with a seasonal holiday, local event, or convention. In this case, you'll need to reserve your room blocks at least 10 to 12 months in advance. It's beneficial to have the rooms booked before the save-the-dates go out, so your guests can consider their travel arrangements.
When deciding on the number of rooms to block, estimate the number of households that will need accommodations by dividing the number of attending guests by two. Then, consider what percentage of your out-of-town guests will book a room. For a local wedding, this might be around 80%, while for a destination wedding, it's likely to be closer to 100%.
Remember, you don't need to undertake the task of blocking hotel rooms alone. You can engage the services of a travel company or wedding planner to help you negotiate the best rates and concessions.
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Guests are responsible for covering their own lodging, not the couple or the host
While reserving a hotel room block for your wedding guests is a nice gesture, it is not mandatory. It is common for couples to reserve a block of rooms at a hotel (or a few hotels) for their guests to book. This is especially useful if you are having a destination wedding or have many out-of-town guests. However, it is important to note that guests are typically responsible for covering their lodging expenses. The couple or host is not expected to pay for their guests' accommodation.
When reserving a hotel room block, it is essential to consider the number of rooms needed and the budget of your guests. It is considerate to offer a variety of options at different price points to accommodate different budgets. You may also want to consider the distance between the hotel and the wedding venue, as well as the amenities and services offered by the hotel.
To get the best options, it is recommended to reserve your hotel room block as early as possible, especially if your wedding date coincides with a popular holiday or local event. You can include information about the hotel block in your save-the-dates, wedding invitations, and wedding website. This will allow your guests to plan their travel arrangements accordingly.
It is worth noting that some hotels may require a deposit or a guarantor for the room block, so be sure to clarify these details with the hotel before making any reservations. Additionally, you may want to consider using the services of a travel company or wedding planner to assist you in negotiating the best rates and managing the logistics of room blocks.
Overall, while reserving a hotel room block is not required, it can be a helpful way to ensure your guests have convenient and affordable accommodation during your wedding celebrations. By providing this option, you can make their travel experience more enjoyable and seamless.
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You can include hotel block info on your save-the-dates, wedding invitations, and wedding website
Once you have reserved your hotel room block, it's time to let your guests know. It is a good idea to inform them as early as possible so they can plan their trip and make payments for their rooms. You can include hotel block information on your save-the-date cards, wedding invitations, and wedding website. This way, guests can easily access the information and make their bookings.
On your save-the-date cards, you can include the hotel name, address, and contact information, and a brief note instructing guests to book their rooms by a certain date to secure the discounted rate. You can also mention the wedding website, where guests can find more detailed information.
For your wedding invitations, you can provide more detailed information about the hotel block. This can include the room rate, the deadline to book, and any group codes or links that guests can use to make their reservations. You can also mention any perks or amenities that the hotel is offering, such as a complimentary shuttle service or a group discount.
Your wedding website can serve as a central hub for all hotel block information. Here, you can include a direct link to the hotel's website or online booking platform, making it easy for guests to book their rooms. You can also include information about the hotel's location, room amenities, check-in and check-out times, and any other relevant details. Additionally, you can use the website to provide updates and send reminders to guests who haven't booked their rooms yet.
Remember to consider your guests' budgets when choosing a hotel and try to offer a range of options to suit different preferences and price points. By providing hotel block information on your save-the-dates, invitations, and website, you can ensure that your guests have all the information they need to plan their trip and accommodations for your special day.
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Frequently asked questions
You don't have to, but it's a nice gesture, especially for out-of-town guests. It's also a good idea to secure a hotel room block contract in advance of your wedding date.
Estimate the number of households that will need accommodation by dividing the number of attending guests by two. Then, estimate what percentage of your out-of-town guests will book a room.
It's best to reserve your hotel room block as soon as possible, especially if your wedding date coincides with a seasonal holiday, local event, or convention.
Shop around and negotiate. You can use the offers you've received as an incentive for hotels to compete against one another.
Guests are responsible for covering their own lodging, not the couple or the host. However, some hotels require a guarantor to ensure that the number of rooms negotiated in the block is filled.
