Rhiannon Hendricks
Planning a wedding is a daunting task, with many details to decide on. One of the most important things to consider is accommodation for your guests. Whether your wedding is local or a destination event, blocking hotel rooms in advance is a considerate gesture and ensures your guests have a comfortable place to stay. It can also save your guests money and help with your planning. However, the process of arranging room blocks can be confusing and time-consuming, so it's important to understand the different types of room blocks and how to get the best rates.
Do I need to block hotel rooms for a wedding?
| Characteristics | Values |
|---|---|
| When to book | ASAP, ideally 10-12 months in advance if coinciding with a holiday, local event or convention |
| How many rooms | Depends on the number of out-of-town guests, the number of guests per room, and the number of nights they will stay |
| Where to book | Local weddings: nearby hotels with easy access to the venue. Destination weddings: hotels near the venue or at the resort |
| Type of block | Courtesy room block (no financial obligation) or contracted room block (negotiated terms must be met) |
| Perks | Discounted rates, complimentary rooms |
| Payment | May require a deposit (typically 10% to 50% of the total room cost) |
| Who pays | Traditionally, the bride's family pays for the wedding party's accommodations |
| How to book | Online room block services or by contacting hotels directly |
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What You'll Learn
How many rooms to block?
The number of rooms you should block depends on several factors, including the size of your guest list, the distance to your wedding venue, and your wedding itinerary.
If you're having a destination wedding, most, if not all, of your guests will require a place to stay. In this case, it's recommended to book enough rooms to accommodate all your guests.
For local weddings, the number of rooms you block depends on the number of out-of-town guests you expect to attend. A common method to estimate the number of rooms needed is to divide the number of out-of-town guests by two to get the number of households, then multiply that number by the percentage of out-of-town guests you expect to book a room. For example, if you have 50 out-of-town guests attending a local wedding, you would divide 50 by 2, resulting in 25 households. Then, multiply 25 by 80% (the estimated percentage of out-of-town guests booking a room for a local wedding) to get a final answer of 20 potential hotel rooms.
It's worth noting that some local guests may also want to stay in a hotel, so it's a good idea to offer them rooms if there are any unfilled spots to avoid overbooking. Additionally, consider whether your wedding party or immediate family members will need rooms.
The smallest hotel room block typically starts at 10 rooms, and the maximum number of rooms that can be blocked usually ranges from 20 to 30. If you need more than 30 rooms, you may need to reserve spaces at two to three hotels.
It's important to reserve your hotel room block as soon as possible, especially if your wedding date coincides with a holiday or local event. It's beneficial to have the rooms booked before sending out save-the-dates, so guests can consider their travel arrangements.
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When to book?
Booking hotel room blocks in advance is the best way to ensure that your wedding guests have a place to stay near the wedding reception. The timing of your booking will depend on several factors, including the number of guests, the location of your wedding, and the popularity of the hotel.
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 will ensure that you get the best options for your desired dates. Ideally, you want to have the rooms booked before the save-the-dates go out, which is traditionally done eight months before the wedding. This allows guests to plan their travel arrangements accordingly.
If you are having a destination wedding, it is crucial to book hotel room blocks. Most, if not all, of your guests will be visiting, so the number of rooms needed is more predictable. In this case, you may want to look for hotels that offer courtesy room blocks, which do not require a financial guarantee that the rooms will be booked. However, these are more commonly offered at lower-priced hotels in the US, rather than at all-inclusive resorts in Mexico.
For local weddings, you may not need to book as far in advance, but it is still a nice gesture to reserve room blocks for your guests. In this case, you can estimate the number of rooms needed by dividing the number of out-of-town guests by two and then multiplying by the percentage expected to book a room (typically 80% for a local wedding).
Keep in mind that hotel room blocks are typically offered at a discounted rate, and guests can usually book their rooms within the block up to a year in advance. The block will close roughly one month before the wedding.
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Courtesy vs contracted room blocks
A hotel room block is a set of hotel rooms that are set aside by the hotel for your guests to book at an agreed-upon rate. This is a nice gesture to help your guests save money on accommodation, and it's especially useful if a large number of guests are coming from out of town or you're planning a destination wedding.
Now, when it comes to courtesy vs. contracted room blocks, here are the key differences:
Courtesy Room Block
A courtesy room block is typically offered as an incentive by a destination wedding resort or a hotel wedding venue. It means you have no financial obligation to fill the rooms, even if it's part of your contract. The hotel reserves a certain number of rooms for your guests, and these rooms are typically offered at a discounted rate. There is no money required upfront, and any leftover rooms are released to the general public about a month before the event. If all the courtesy-booked rooms are booked, you may be able to make another courtesy block, but the rates may be different.
Contracted Room Block
A contracted room block means that negotiated terms must be met, and you are responsible for any unbooked rooms. This may include a deposit, cancellation policy, minimum bookings, and other conditions outlined in the contract. While there is no limit to the number of room nights you can book, you will be charged for any rooms that are not filled. One benefit is that the room rate for a contracted block may be cheaper than a courtesy block.
In summary, a courtesy room block offers more flexibility, as you are not financially responsible for any unsold rooms. However, with a contracted room block, you may be able to secure a lower rate for your guests, but you take on the risk of having to pay for any unbooked rooms. It's important to carefully review the contract terms and consider your guest list before deciding which option is best for your wedding.
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How to get the best rates?
To get the best rates when blocking hotel rooms for a wedding, there are several strategies you can employ. Firstly, it is crucial to book early. As soon as you have confirmed your wedding date and venue, start looking into blocking hotel rooms. This will not only help you secure the lowest rates but also allow your guests to make travel plans as soon as they receive their save-the-dates. It is beneficial to have the rooms booked before sending out save-the-dates, which is traditionally done eight months before the wedding.
If your wedding date coincides with a seasonal holiday, local event, or convention, booking at least 10 to 12 months in advance is recommended. Additionally, consider the proximity of the hotels to your wedding venue. While it is ideal to have hotels within a 15- to 20-minute radius in a city, it is more important that they are close to each other to facilitate guest interactions and potential after-parties.
When determining the number of rooms, consider your guest list and the number of people travelling from out of town. This will help you estimate the required number of rooms and avoid overbooking. You can also offer different price points by blocking rooms at two to three hotels, especially if you have a large guest list.
Some hotels may offer courtesy room blocks, where there is no financial obligation to fill the rooms. These are more common at properties with lower occupancy levels and smaller markets in the US. On the other hand, contracted room blocks involve negotiated terms, such as deposits, cancellation policies, and minimum bookings. When reviewing contracts, pay attention to cancellation policies, deposit requirements, attrition rates, and target percentages to understand your financial responsibilities.
Finally, if you are getting married at a hotel venue, consider negotiating a room block as part of your event package. This can help you secure better rates and provide convenience for your guests.
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How to avoid penalties?
Hotel room blocks are a great way to ensure your wedding guests have a comfortable stay, but they can come with financial penalties if not managed properly. Here are some tips to avoid penalties when blocking hotel rooms for your wedding:
Understand the Basics
Before booking, understand the basics of hotel room blocks. A hotel room block is when a set of hotel rooms are reserved at a discounted rate for a group or event. The smallest block typically starts at 10 rooms, and they are usually offered at a discounted rate as it helps the hotel increase its occupancy rate.
Plan Ahead
Timing is crucial. Reserve your hotel room block as soon as possible, especially if your wedding date coincides with a holiday, local event, or convention. Ideally, you should book at least 10 to 12 months in advance for such occasions. If your wedding is during a quieter period, you may be able to get away with blocking rooms six months before the event.
Calculate the Number of Rooms
Carefully estimate the number of rooms you will need. Consider how many guests are travelling and how many are local. For local weddings, you may only need to reserve rooms for out-of-town guests. For destination weddings, you can assume that most, if not all, guests will require accommodation.
Understand the Contract
Before signing a contract, understand the key terms and conditions. Be clear about any financial penalties for cancellations or unfilled rooms. Look out for clauses such as the allowable shrinkage clause, attrition rate, and mitigation/resell clause. The allowable shrinkage clause states the percentage of rooms allowed to go unfilled without incurring a penalty, typically between 10-20%. The attrition rate refers to the percentage of rooms that must be filled to avoid a penalty, usually between 80-90%. The mitigation/resell clause states that the hotel must try to book unfilled rooms after the cut-off date, and you are not responsible for these bookings.
Choose Multiple Hotels at Different Price Ranges
Consider reserving rooms at two to three hotels to give your guests a choice of location and rate. This will also help you avoid the risk of not meeting your booking threshold at a single hotel. It is important to consider your guests' budgets and try to accommodate a range of price points.
Be Mindful of Booking Deadlines
Keep in mind the deadlines for booking. Hotel room blocks usually open up to a year in advance of the wedding and close about a month before the event. For closed blocks, reservations must be made prior to a cut-off date, typically 30-90 days in advance.
Offer Rooms to Local Guests Only if There Are Unfilled Rooms
If you are having a local wedding, it is advisable to only offer rooms to local guests if there are unfilled rooms. This way, you can avoid overbooking and any associated penalty fees.
By following these steps and carefully planning your hotel room block, you can avoid penalties and provide a comfortable and convenient experience for your wedding guests.
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Frequently asked questions
A hotel room block is a set of rooms at a chosen hotel that are set aside for your wedding guests to book at an agreed-upon rate. The smallest block typically starts at 10 rooms.
Blocking hotel rooms in advance is a considerate gesture for your guests, ensuring they have a comfortable place to stay at or near the wedding reception. It's especially crucial if you're having a destination wedding or if a large number of guests will be travelling to your wedding. Even if most guests are local, it can still be beneficial to block hotel rooms.
The number of rooms you block depends on your guest list. 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. For a local wedding, 80% is a good estimate, whereas for a destination wedding, you can expect 100% of guests to 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. In that case, you should reserve your room blocks at least 10 to 12 months in advance. It's beneficial to have the rooms booked before save-the-dates go out, so guests can consider their travel arrangements.
