George Boyle
Reserving hotel rooms for your wedding guests is a considerate gesture, especially if you're having a destination wedding or many of your guests are travelling from out of town. It's not a requirement, but it can ensure your guests have a smooth, enjoyable experience and streamline the process of finding accommodation. This is done by reserving a block of hotel rooms, often at a discounted rate, and it's best to do this as early as possible. The number of rooms you reserve will depend on your guest list, and you can use a travel management platform or a wedding planner to help with the process.
| Characteristics | Values |
|---|---|
| What is a hotel room block? | A designated group of 10+ rooms at a hotel, which are reserved specifically for wedding guests at a pre-negotiated, discounted room rate. |
| Why reserve a hotel room block? | It is a considerate gesture for your guests, especially if they are travelling from out of town. It also helps to build a positive guest experience. |
| How many rooms to reserve? | This depends on your guest list. It is recommended to match the percentage of guests travelling with the number of rooms reserved. For example, if 50-60% of your guests are travelling, reserve around 50% of rooms. |
| How to reserve a room block? | Contact hotels via their website, email, or phone. You can also use a travel management platform or a full-service wedding planner. |
| When to reserve a room block? | As early as possible to get the best rates and ensure availability. |
| Types of room blocks | Courtesy blocks and contracted blocks. Courtesy blocks are free and have no financial risk, but contracted blocks require a signed contract with minimum booking requirements. |
| Perks of room blocks | Some hotels offer complimentary rooms, upgrades, early/late check-in/out, free Wi-Fi, turn-down service, and wedding welcome bags. |
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What You'll Learn
How many rooms to reserve
The number of rooms to reserve for a wedding depends on several factors, including the size of your guest list, the number of out-of-town guests, and the availability of other accommodation options. Here are some guidelines and suggestions to help you determine how many rooms to reserve:
- Figure out the number of out-of-town guests: Start by estimating the percentage of your guest list that will be travelling from out of town. If 50% of your guest list is travelling, aim to match that percentage with your room reservation. For example, if you have a 200-person guest list and anticipate 50-60% of guests travelling, you should reserve around 60 rooms to accommodate about 120 guests.
- Consider travel companions: Keep in mind that most guests will likely travel in couples or share rooms with friends. Therefore, you may need about half the number of rooms for the total number of guests who need accommodation.
- Add a buffer: It's a good idea to reserve a few extra rooms to accommodate any unexpected needs or last-minute changes. This buffer can ensure that you have enough rooms for everyone.
- Local weddings: Even if most of your guests are local, it's still a thoughtful gesture to reserve a few hotel rooms. Local guests may appreciate the option to stay overnight instead of driving home after the wedding.
- Destination weddings: If your wedding is at a far-off location, most of your guests will likely need accommodation. In this case, you can more accurately predict the number of rooms required based on your guest list.
- Multiple hotels: Consider reserving blocks of rooms at multiple hotels to offer your guests options at different price points. This can also increase the total number of rooms available for your guests.
- Courtesy blocks: Some hotels offer courtesy blocks, which allow you to reserve a certain number of rooms without any financial obligation for unbooked rooms. Take advantage of these blocks if possible, but be aware of any caps or limitations.
- Guest communication: Encourage your guests to book their rooms early and confirm their reservations. This will help ensure that they have a place to stay and can take advantage of the blocked rooms.
- Be flexible: Don't stress too much about getting the number of rooms exactly right. If you end up with a few unbooked rooms, members of the bridal party or other friends and family may fill them.
Remember to track your guest list and stay organized to evaluate how many rooms you will need. You can use tools like a guest list manager to help with this process. By considering these factors and staying flexible, you can ensure that you reserve an appropriate number of hotel rooms for your wedding guests.
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Courtesy vs. contracted blocks
Courtesy room blocks are typically defined as a block of rooms held for your group with a cut-off date, after which any unbooked rooms are released without financial obligation to the couple. This option is popular for weddings as it saves money if there are fewer bookings than expected. However, there may be a limit to the number of rooms available in a courtesy block.
Contracted room blocks, on the other hand, often require a minimum number of rooms to be booked, or the couple may be financially responsible for any unused rooms. This type of block guarantees that the rooms will be available for your group and cannot be given to other guests. While this option may offer more upgrades and promotions, it also comes with the obligation to fill a certain percentage of rooms, which can be a financial risk if your group doesn't fill the required number.
The number of rooms you'll need in a block depends on the number of guests travelling to your wedding and whether it's a local or destination wedding. For a local wedding, it's a considerate gesture to offer a block of rooms at a variety of locations and rates, as some guests may prefer to stay over instead of travelling home after the wedding. For a destination wedding, it's crucial to organise accommodation for your guests, as most, if not all, will need a place to stay.
When deciding on the number of rooms to block, it's recommended to plan for 80% of your guest list to need accommodation and then reserve that number of rooms across your chosen hotels. For example, for a local wedding with 50 guests, you might consider a courtesy block of 15-30 rooms or a contracted block of 10-15 rooms. For a destination wedding with 50 guests, you could opt for a courtesy block of 20-40 rooms or a contracted block of 15-30 rooms.
It's important to note that each hotel has different policies and terms for room blocks, so be sure to understand their requirements before making any commitments.
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Negotiating rates
When negotiating rates, it is advisable to use a travel management platform, such as Engine, which can help cut down on manual research. These platforms can provide specialized rates and allow you to compare multiple hotels at once. You can also use a hotel blocking service, where you input your date and location, and they will contact hotels and provide you with a spreadsheet of proposals. This can be a convenient and cost-effective way to find the best rates.
Another strategy is to check room rates on websites like hotels.com and agoda.com, and then speak directly to a hotel manager to see if they can match those rates for your room block. It is worth noting that some hotels may be more flexible with room rates than with food and beverage costs. Additionally, some hotels may offer perks such as complimentary rooms for the wedding couple or upgrades, which can be negotiated when securing the room block.
When negotiating, it is important to consider the number of rooms you will need. If you are confident that a large number of rooms will be booked, you may be able to negotiate for additional perks, such as including more VIP guests in the block. It is also worth asking about customising the menu, removing unnecessary items, and being aware of hidden costs, such as taxes and service charges, which can quickly increase the overall cost.
Finally, consider the day of the week of your wedding. Fridays may be a better day to negotiate lower rates per person on food and other items, as venues are often quieter on this day.
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Perks and upgrades
Reserving hotel rooms for your wedding guests is a great way to ensure that they are comfortable and that their experience is positive. It is also a convenient way to ensure that guests are not scrambling for rooms at the last minute, especially if you are hosting a destination wedding or have many out-of-town guests.
Discounted Group Rates
Hotels typically offer discounted rates when you reserve a block of rooms for your wedding guests. This not only saves your guests money but also makes coordination easier for you. It also ensures that your guests have a comfortable place to stay while attending your wedding.
Complimentary Room or Upgrade
Some hotels may offer a complimentary room or room upgrade for the newlyweds. This could be in the form of an upgraded suite or the ability to book a suite at a standard room rate.
Early Check-In and Late Check-Out
Hotels may offer early check-in and late check-out for wedding guests, allowing them to arrive early and relax before the wedding or enjoy a leisurely departure after the festivities.
Welcome Amenities and Special In-Room Amenities
Hotels may provide welcome amenities such as a wedding welcome bag or special in-room amenities for your guests. These could include items such as champagne, strawberries, or a romantic turndown service.
Hospitality Suite
The hotel may offer a hospitality suite that can be used for storing wedding items or as a meeting place for guests. This can be a convenient space for guests to gather and socialize during the wedding celebrations.
Honeymoon Upgrades
If you are planning a honeymoon immediately after the wedding, be sure to mention this to the hotel. They may offer complimentary nights, room upgrades, or other perks to make your honeymoon more special. You can also look into honeymoon flight upgrades and special activities to make your romantic getaway even more memorable.
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Local vs. destination weddings
Planning a wedding is an exciting time, but it can also be a stressful process with many decisions to make. One of the first and most important choices is whether to have a local or destination wedding. Both options have their advantages and unique charm, but there are several key factors to consider when making your decision.
Local weddings offer the convenience of celebrating close to home, where family and friends can gather without the time and financial constraints of travel. This means that more of your loved ones can attend, including those with limited vacation days or financial resources, and elderly relatives or friends with young children who may find it challenging to travel. Local venues also provide flexibility in planning, with convenient access to vendors and the option to choose between DIY-friendly services or comprehensive packages. You can showcase your hometown or chosen local area to out-of-town guests, recommending local attractions and providing transportation assistance to enhance their experience. Additionally, local weddings contribute to supporting small businesses within your community and reducing your environmental impact by minimising transportation emissions.
On the other hand, destination weddings invite you and your guests to an exceptional setting, blending celebration with travel and creating a shared, scenic experience. They offer the allure of a far-flung location, such as a beach, castle, or villa, and often include on-site accommodations and all-inclusive packages, making them ideal for smaller, more intimate guest lists. Destination weddings can simplify planning by providing services such as on-site day-of coordination, local planning experts, and vendor bundles. They turn your celebration into a travel experience for your guests, and you can enhance their stay with excursions, welcome packages, and flexible stay options.
Whether you choose a local or destination wedding, reserving hotel room blocks for your guests is a considerate gesture. This ensures that your guests have a smooth and enjoyable experience, with accommodations in a centralised location. At local weddings, most guests may head out after the festivities, but some may appreciate the option to spend the night, especially if it avoids a late drive home. For destination weddings, most or all guests will require accommodations, so the number of rooms needed is more predictable. Couples generally secure room blocks at multiple hotels to offer options at various price points, and some hotels may offer perks such as complimentary rooms or upgrades.
In conclusion, both local and destination weddings have their unique advantages and charms. Local weddings offer convenience, cost-effectiveness, and the opportunity to support local businesses, while destination weddings provide a scenic, shared experience with simplified planning and on-site accommodations. Ultimately, the decision should reflect your vision and what matters most to you on your special day.
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Frequently asked questions
A hotel room block is a designated group of 10+ rooms at a hotel, which are reserved specifically for wedding guests at a pre-negotiated, discounted room rate.
You can reserve a hotel room block by contacting hotels in the area, either online or over the phone. It's best to reserve rooms of different bed sizes to cater to different guests' needs. Reserving a room block is usually free, but you may need to sign a contract.
The number of rooms you reserve depends on your guest list. Figure out how many people are travelling from out of town and try to match that percentage. As most guests travel in couples or share with friends, you'll want about half the number of rooms for the total number of guests.
