Junior Rasmussen
Blocking hotel rooms for a wedding is a convenient way to ensure your guests have a comfortable stay. It is a great way to enhance their experience and reduce the stress of wedding planning. A hotel room block is a group of rooms that are set aside at a pre-negotiated group rate for wedding guests to book. This can save your guests time and money, and it also ensures that they are all in one place, which can make for a more enjoyable experience. There are two types of room blocks: courtesy and contracted. A courtesy block is when a hotel holds rooms for your guests until a certain date at no charge, whereas a contracted block requires a contract and deposit, guaranteeing a certain number of rooms are booked.
| Characteristics | Values |
|---|---|
| Definition | A wedding hotel block is a group of rooms set aside for wedding guests at a pre-negotiated group rate. |
| Purpose | To ensure guests have a comfortable place to stay near the wedding venue, to streamline the process of finding accommodation, and to build a sense of community among guests. |
| Benefits | Cost savings for guests, convenience, additional perks such as a complimentary room for the couple, early check-in or late check-out, welcome bag distribution, etc. |
| Number of Rooms | Typically starts at 10 rooms, but depends on the guest list and the number of out-of-town guests. |
| Location | Ideally within walking distance of the wedding venue, but if not, a short car or shuttle ride away. |
| Timing | Rooms are usually held until a cut-off date, typically around 30 days before the wedding, after which they are released to the public. |
| Cost | There is no cost to reserve a courtesy block. For contracted blocks, a deposit may be required. |
| Booking Process | Contact hotels directly or use online platforms like Engine to connect with hotels and book room blocks. |
| Communication | Include room block details on wedding websites, save-the-dates, invitations, and direct emails to out-of-town guests. |
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What You'll Learn
Courtesy vs. contracted room blocks
Courtesy room blocks are a great option if you don't want to be on the hook for any rooms that aren't booked. With a courtesy block, the hotel reserves a certain number of rooms for your guests at a pre-negotiated rate, but you're not required to put any money down upfront. Typically, these rooms are released back to the general public about a month before your event if they're not booked. This option provides flexibility, as you can often add more rooms to the block if needed. However, courtesy blocks may not offer the most competitive rates, especially if your reception isn't held at the hotel.
On the other hand, contracted room blocks usually require a financial commitment from the couple. While you may be able to secure a better rate with this option, you are responsible for any costs associated with unsold rooms. This means that if your guests don't book all the rooms in the block, you will likely have to pay for the remaining rooms. It's important to carefully consider the number of rooms you anticipate needing and be conservative in your estimate to minimise the risk of unused rooms.
The main advantage of contracted room blocks is the ability to secure a larger number of rooms at a preferred rate. This can be particularly advantageous for destination weddings or weddings with a large number of out-of-town guests. Additionally, contracted blocks may provide more negotiating power for upgrades or additional perks, such as early check-in, late check-out, or complimentary Wi-Fi.
When deciding between courtesy and contracted room blocks, it's essential to consider your guest list and the likelihood of room bookings. If you anticipate a high demand for rooms, a contracted block can ensure you have enough rooms available at a preferred rate. However, if you're unsure about the number of rooms needed or want to avoid financial risk, a courtesy block may be a more suitable option.
It's worth noting that the availability and specifics of room blocks can vary between hotels, so it's recommended to contact multiple hotels in the area to understand their policies and negotiate the best rates. By comparing options, you can make an informed decision that balances guest convenience and cost considerations.
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How to get the best rates
A hotel room block is a set of hotel rooms that are set aside for a wedding group at a pre-negotiated group rate. This is a great way to ensure your guests have a comfortable stay and is a convenient way to manage bookings. Here are some tips on how to get the best rates for your wedding room block:
Start early
As soon as you have locked in your wedding date and venue, start looking for hotel rooms. This will ensure you get the lowest rates and allow your guests to make travel plans early.
Shop around
Call several hotels in the area to understand their rates and what they can offer. This will give you a good idea of what is available and at what price. You can then use this information to negotiate.
Negotiate
Many hotels will be happy to negotiate on rates, particularly if you are bringing them a large group booking. Look up the normal rates for the hotel and use this information to haggle a better deal. You can also ask about any perks or upgrades they can offer, such as a complimentary room for the newlyweds, early check-in, or a hospitality suite for your guests.
Understand the contract
There are different types of room blocks. A 'courtesy block' is a set of rooms that the hotel will hold for your group at a set price until a certain date, usually around 30 days before the wedding. This type of block won't usually get you a great rate, but it also means you won't be charged for any unfilled rooms. With a regular block, you may be charged for any rooms that are not booked, but you will likely get a better rate.
Ask about concessions
Some hotels will offer special perks or 'concessions' if a certain percentage of rooms are booked within your block. These could include an upgraded suite for family members or a complimentary wedding night for the newlyweds.
Location
While it is ideal to have your room block close to the venue, it is more important that the rooms are close to each other. This makes it easier for guests to meet up and get to any after-parties or brunches you may be hosting.
By following these steps, you can secure a great rate for your wedding room block and ensure your guests have a wonderful experience.
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Perks and upgrades
Blocking hotel rooms for a wedding is a great way to ensure your guests have a smooth and enjoyable experience. While blocking hotel rooms for your wedding guests, you can also negotiate some perks and upgrades for yourself and your guests.
Firstly, a pre-negotiated room rate is a big perk. By blocking hotel rooms, you can save your guests time and money. You can also negotiate a complimentary room for the couple, early check-in or late check-out, welcome bag distribution, room upgrades, and transportation arrangements.
Some hotels may also offer a hospitality suite that can be used for storing wedding items or as a meeting place for guests. You can also ask about deals for the couple and discounted rates for auxiliary events held at the hotel. For example, if you book a brunch at the same time, you can ask for a 10% discount.
If you are confident that a large number of rooms will be booked, you can spread the perks to more wedding VIPs, such as grandparents or members of the bridal party. It is also worth noting that some hotels may not charge to reserve a hotel block, especially if the wedding is not hosted at the hotel.
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How to inform guests
Once you have your rooms blocked, it’s time to inform your wedding guests. It is recommended to inform them as early as possible so that they have enough time to choose and pay for a room. Here are some ways to communicate the blocked hotel room details to your guests:
Wedding Website
Create a wedding website and include all the hotel block information on it. Some hotels provide a unique booking URL that can be added to the website for guests to use. This centralized platform makes it convenient for guests to book their rooms directly.
Save-the-Dates, Wedding Invitations, and Other Stationery
In addition to the wedding website, you can include hotel block information on your save-the-dates, wedding invitations, or any other wedding stationery you send out to your guests. This ensures that guests have a physical reminder of the accommodation details.
Basic Hotel Information
Provide guests with the hotel's name, address, contact information, and any other relevant details. This helps guests easily locate and get in touch with the hotel if needed.
Transportation Arrangements
Inform guests about transportation options between the hotel and the wedding venue. Let them know if there will be a shuttle service provided or if they need to arrange their own transportation. This is especially important if the hotel is not within walking distance of the venue.
Contact Information for Questions
Include your own contact information or that of a designated point person whom guests can reach out to if they have any questions or concerns about the hotel accommodations or the wedding in general. This could be an email address, phone number, or both, depending on your preference.
By providing guests with clear and timely information about the blocked hotel rooms, you can ensure that they have a smooth and enjoyable experience attending your wedding.
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How to choose a hotel
A hotel room block is a group of rooms that a hotel sets aside for an event at a pre-negotiated group rate. This rate is to be booked and paid for by the attendees. It is a great way to ensure your guests have a smooth and enjoyable experience at your wedding. It is also a convenient way to ensure your guests have a comfortable place to stay, especially if they are travelling from out of town.
- It is recommended to book room blocks at two or more hotels, at a variety of price points. This allows your guests to choose how much they would like to spend.
- When deciding on the number of rooms, consider how many people are travelling in from out of town.
- Aim for hotels that are within walking distance of your venue, or a short car or taxi ride away. If the closest hotels are not that close, consider organising transportation for your guests.
- Research the hotel's amenities. Some hotels offer airport shuttles, while others may provide transportation to and from your wedding if you book a certain number of rooms.
- Consider the room options available and whether the hotel can accommodate any pre- or post-wedding events.
- Ask about deals for the couple and any concessions based on the pickup (the percentage of rooms booked within the block).
- Inquire about the cut-off date for the discounted rate, the cancellation policy, and whether a deposit is required.
- Read reviews to ensure your guests will be comfortable during their stay.
Remember, it is generally understood that guests will cover their accommodation costs, so providing them with a variety of options at different price points is considerate.
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Frequently asked questions
A hotel room block is a group of rooms a hotel sets aside for an event at a pre-negotiated group rate to be booked and paid for by the attendees.
Blocking hotel rooms for your wedding ensures that your out-of-town guests have a comfortable place to stay near your wedding venue. It also helps build a sense of community and shared celebration among your guests before your ceremony even begins.
The number of rooms you block depends on your guest list and how many people are travelling in from out of town. A courtesy room block typically starts at 10 rooms and goes up to 30 rooms. If you need more than 30 rooms, you'll likely need to book a contracted room block.
You can contact hotels directly or use an online booking platform like Engine to help you connect with hotels and book room blocks. Be sure to ask about pricing, group rates, availability, and any perks or amenities included.
You can include hotel block information on your save-the-dates, wedding invitations, and wedding website. You can also email your out-of-town guests directly with the details.
