Rhiannon Hendricks
Blocking hotel rooms for wedding guests is a considerate gesture, especially for those travelling long distances. It is also a convenient way to ensure that your guests have a place to stay near your event, and can save them money through a pre-negotiated group rate. While it is not an absolute necessity, it is a good idea to block rooms if a large segment of your guests are coming from out of town or you are planning a destination wedding.
| Characteristics | Values |
|---|---|
| Necessity | Not necessary, but beneficial |
| Purpose | Ensure guests have a place to stay and simplify the planning process |
| Number of rooms | Based on the number of out-of-town guests and the capacity of the hotel |
| Number of hotels | 2-3 hotels to offer guests a choice of location and rate; more than 3 if needed |
| Type of block | Courtesy block (no deposit or financial obligation) or contracted block (with negotiated terms) |
| Timing | ASAP, especially for destination weddings or weddings during peak season |
| Communication | Include information on save-the-dates, invitations, and wedding website |
| Transportation | Consider providing a shuttle service for guests |
| Rewards | Some hotels offer rewards for blocking rooms, such as bonus points or free rooms |
| Payment | Some hotels may require a deposit (typically 10-50% of the total room cost) |
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What You'll Learn
Advantages of blocking rooms for guests
There are several advantages to blocking hotel rooms for your wedding guests. Here are some reasons why it might be a good idea:
Convenience and Savings for Guests
Blocking hotel rooms can make it more convenient for your guests to find accommodation, especially if they are unfamiliar with the area or are travelling from out of town. By negotiating group rates, you can also help your guests save money on their accommodation. On average, guests save around 23% on standard rates when rooms are blocked.
Better Social Experience
Guests who stay at the same hotel often have a better time as they can socialise with each other. They may eat meals together, hang out by the pool, and arrange transportation to and from the wedding venue together. This can also make wedding planning and transportation easier for you, as guests can carpool or use a free shuttle service provided by the hotel.
More Time with Guests
If you are having a destination wedding or hosting multiple days of events, blocking rooms at your wedding venue or a nearby hotel can ensure that your guests have a place to stay close to the festivities. This can give you more opportunities to spend time with your guests and create a more fun and memorable experience for everyone.
Peace of Mind
Blocking hotel rooms can give you peace of mind that your guests have comfortable and convenient accommodation. It can also help you avoid the hassle of manually contacting hotels to find group rates and ensure that your guests are not left scrambling to find accommodation at the last minute.
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How to calculate how many rooms to block
Booking a block of hotel rooms for your wedding guests is a considerate gesture, especially if many of your guests are coming from out of town or you're planning a destination wedding. It's also a good idea to offer a variety of locations with different rates to fit every budget and preference.
Estimate the number of households that will need accommodations:
Start by dividing the number of attending guests by two to get an estimate of the number of households. This will give you a rough idea of how many rooms you may need.
Determine the percentage of out-of-town guests:
For a local wedding, you can estimate that around 80% of your out-of-town guests will book a room. For a destination wedding, you can assume that all of your out-of-town guests will need a room.
Consider the location and availability of accommodations:
If your wedding venue is in an area with limited accommodations, you may want to reserve rooms at multiple hotels to ensure your guests have a place to stay. On the other hand, if there are plenty of hotels nearby, you can offer your guests multiple selections to choose from.
Assess your guest list and their preferences:
Consider the number of people travelling from out of town and whether they are likely to attend. Keep in mind that some guests may opt for alternative accommodations like Airbnbs or VRBOs, especially if they are staying for an extended period.
Reserve your room blocks early:
It's important to reserve your room blocks as early as possible, especially if your wedding date coincides with a seasonal holiday, local event, or convention. Aim to reserve your blocks at least 10 to 12 months in advance to get the best options for your desired dates.
Be mindful of block types and contracts:
A courtesy room block allows you to reserve a group of rooms at a discounted rate without any financial obligation to fill the rooms. In contrast, a contracted room block involves negotiated terms such as deposits, cancellation policies, and minimum bookings.
Remember, there is no exact formula for determining the number of rooms to block, and it ultimately depends on your unique guest list and wedding location. It's always better to overestimate and reserve a few extra rooms rather than underestimate and have your guests struggle to find accommodations.
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Courtesy vs. contracted room blocks
Courtesy room blocks and contracted room blocks are two options for accommodating wedding guests. Here is a detailed comparison of the two:
Courtesy Room Blocks
Courtesy room blocks are typically offered by destination wedding resorts or hotel wedding venues as an incentive for couples to choose their location. This option allows couples to reserve a block of hotel rooms for their guests without any financial obligation to fill the rooms. In other words, the couple is not required to pay for any unbooked rooms within the block. This option provides flexibility, as guests can still call and make reservations under a group code, just like a traditional block. Courtesy room blocks usually require a minimum of 20 rooms per night per hotel.
Contracted Room Blocks
Contracted room blocks, also known as guaranteed room blocks, are different from courtesy room blocks in that they come with negotiated terms that must be met. These terms can include a deposit, cancellation policy, minimum bookings, and other conditions outlined in the contract. The key difference is that couples are financially responsible for ensuring that a certain percentage of the contracted rooms are booked. For example, if a couple contracts for 20 rooms for two nights, and the attrition rate (the percentage of rooms that must be filled) is 80%, then the group would be responsible for booking a total of 32 room nights. If those rooms are not filled, the couple may be charged for the unbooked nights. One advantage of contracted room blocks is that they often offer more upgrades and special promotions, and the room rates may be cheaper than courtesy room blocks.
The choice between a courtesy room block and a contracted room block depends on several factors. If you are confident that a large number of your guests will require accommodations, a contracted room block can offer the assurance of guaranteed rooms and potential cost savings. On the other hand, if you are unsure about the number of guests needing accommodations, a courtesy room block provides more flexibility and eliminates the risk of being charged for unbooked rooms. It is important to carefully review the contract terms and consider the specific needs and budget of your guest list when making this decision.
Additional Considerations
When deciding on room blocks, it is essential to estimate the number of rooms needed accurately. For local weddings, a smaller percentage of guests will likely require accommodations, so reserving a block at a single hotel may be sufficient. However, for destination weddings, it is expected that almost all guests will need a hotel room, so providing a few recommendations at various price points is advisable. It is also worth noting that some hotels may release rooms from a block if they are not booked one month in advance, with no charge to the couple.
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When to reserve rooms
When it comes to reserving rooms for your wedding, there are a few key things to consider. The first is the location of your wedding. If you're having a local wedding, your guests may not need to book accommodation, but it's still a good idea to reserve a room block at a nearby hotel with easy access to your venue. This is especially important if your wedding is at a hotel, as you can negotiate a room block as part of your event.
If you're having a destination wedding, reserving rooms for your guests becomes crucial. Most, if not all, of your guests will need a place to stay, so you'll want to ensure they have a convenient and affordable option. It's a good idea to offer a few different hotel recommendations at various price points to accommodate different budgets.
Another thing to consider is the number of rooms you'll need. This will depend on your guest list and how many people are travelling from out of town. A good rule of thumb is to estimate the number of households that will need accommodations by dividing the number of attending guests by two. Then, you can estimate what percentage of your out-of-town guests will book a room – for example, 80% for a local wedding and 100% for a destination wedding.
Timing is also key when it comes to reserving rooms. It's best to reserve your room block as soon as possible to get your desired dates. If your wedding date coincides with a holiday, local event, or convention, you'll need to reserve your rooms at least 10-12 months in advance. It's beneficial to have the rooms booked before your save-the-dates go out, traditionally done eight months before the wedding, so guests can plan their travel arrangements accordingly.
Finally, it's important to consider the type of room block you want. A courtesy room block means you have no financial obligation to fill the rooms, even if it's part of your contract. A contracted room block, on the other hand, means negotiated terms must be met, such as a deposit, cancellation policy, and minimum bookings.
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How to find the best rates
Booking a block of hotel rooms for your wedding guests is a considerate gesture, especially if many of your guests are coming from out of town or you're planning a destination wedding. It's also a good idea if you're having a local wedding, as some local guests may want to spend the night instead of driving home after the reception.
- Start by estimating the number of rooms you'll need: This will depend on the number of guests who will be travelling from out of town and the number of guests who will be local but may want to stay the night. For a local wedding, you may only need to reserve a hotel block at a single location, while for a destination wedding, you'll likely need to reserve blocks at multiple hotels.
- Consider the type of room block: There are two main types of room blocks: courtesy room blocks and contracted room blocks. A courtesy room block means you have no financial obligation to fill the rooms, while a contracted room block involves negotiated terms such as deposits, cancellation policies, and minimum bookings.
- Shop around for rates: Compare rates from multiple hotels to find the best deal. Don't forget to ask about any discounts or concessions that may be available for group bookings.
- Book early: To get the best options for your desired dates, reserve your hotel room block as soon as possible, especially if your wedding date coincides with a seasonal holiday, local event, or convention.
- Understand the contract terms: Before signing a contract, be sure to read and understand the cancellation policy, deposit requirements, and any other relevant terms and conditions. Pay close attention to the attrition rate, which refers to the percentage of rooms that need to be filled to avoid paying a penalty fee.
- Use a booking platform or wedding planner: Websites like HotelPlanner.com can help you find the best deals on hotel room blocks and navigate the reservation process. A wedding planner can also help you secure concessions (freebies) from the hotel and ensure you're getting the best rate.
- Consider a variety of locations and rates: Offer your guests a choice of locations and room rates to fit different budgets and preferences. This is especially important if you have a large guest list or are hosting a destination wedding.
- Negotiate: If you're having your wedding at a hotel, you may be able to negotiate a room block as part of your event. Don't be afraid to ask about potential discounts or upgrades.
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Frequently asked questions
Blocking hotel rooms for your wedding guests is not a necessity, but it is a considerate gesture, especially for those travelling long distances. It can also be a convenient way to ensure your guests are all staying in the same place, which can make travel to and from the wedding easier.
To calculate how many rooms to reserve, you should first estimate how many households or individuals sharing a room will need accommodation. A good rule of thumb is to divide the number of out-of-town attendees by two, then estimate what percentage of your out-of-town guests will book a room. For a local wedding, you can expect around 80% of out-of-town guests to need a room, whereas for a destination wedding, you should plan for 100% of guests to need a room.
A courtesy room block means there is no financial obligation to fill the rooms, and there is no deposit required. The hotel simply agrees to honour a discounted group rate for your wedding guests. A contracted room block, on the other hand, involves negotiated terms such as a deposit, cancellation policy, and minimum bookings.
