George Boyle
Planning a wedding can be a stressful affair, from choosing the right venue to deciding on a menu that will please everyone. One of the most important considerations is ensuring your guests have a comfortable place to stay, especially if your wedding is in a remote location or if most of your guests are travelling from out of town. This is where a hotel room block can be a convenient solution. But how do you know if you need one, and what are the benefits and drawbacks?
| Characteristics | Values |
|---|---|
| Purpose | To ensure guests have a comfortable and convenient place to stay after the wedding |
| Number of rooms | Depends on the number of out-of-town guests, their mode of travel, and the wedding itinerary |
| Type of room block | Courtesy room block (no financial obligation) or contracted room block (with negotiated terms) |
| Timing | Reserve rooms ASAP, especially if the wedding coincides with a holiday or local event |
| Number of hotels | Limit to 2-3 hotels, unless you need more |
| Communication | Inform guests early and include room block details on save-the-dates, invitations, and wedding website |
| Rewards | Some hotels offer rewards like free rooms or bonus points for a certain number of bookings |
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What You'll Learn
How many rooms to block?
The number of rooms to block for your wedding depends on several factors, including the size of your guest list, the number of out-of-town guests, the location of the wedding, and the availability of nearby accommodations. Here are some guidelines to help you determine how many rooms to block:
- Estimate the number of out-of-town guests: Calculate the number of households that will need accommodations by dividing the number of out-of-town guests by two. For example, if you have 50 out-of-town guests, you can estimate that you will need 25 rooms to accommodate them.
- Consider the percentage of guests who will book a room: For a local wedding, you can estimate that 80% of your out-of-town guests will book a room. For a destination wedding, you can assume that all out-of-town guests will need a room. Multiply the number of households by the estimated percentage to get the number of rooms you should block.
- Think about the location and availability of accommodations: If your wedding is in an area with limited hotel options, encourage your guests to book as early as possible to ensure they have a place to stay. On the other hand, if there are multiple hotels or accommodations nearby, you can offer your guests a choice of locations and room rates.
- Determine how many rooms you can block: The smallest block typically starts at 10 rooms, and you can usually block up to 30 rooms. If you need more than 30 rooms, consider reserving spaces at two to three hotels.
- Book as soon as possible: 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 holiday or local event. It is beneficial to have the rooms booked before sending out your save-the-dates, so guests know where to stay and can make their travel arrangements accordingly.
- Consider a courtesy room block: A courtesy room block means you have no financial obligation to fill the rooms. This can be a good option to avoid any penalties for unbooked rooms. However, hotels usually have a cap on the number of courtesy rooms they offer, typically between 10 and 30.
- Be flexible and prepared to adjust: If you are unsure about the exact number of rooms needed, it is better to start with a smaller block and add more rooms if necessary. Some hotels may be willing to add rooms to the block or offer a rate drop, so don't be afraid to negotiate and ask for what you need.
Remember, the key is to ensure that your guests have a comfortable and convenient place to stay during your wedding celebrations. By providing a hotel room block, you can make it easier for your guests to attend and create an opportunity for them to extend their enjoyment of the event.
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When to book?
Booking a room block for your wedding guests is a considerate gesture, especially if your wedding is at a far-flung location. It is also a good idea if most of your guests are local, as they may want to spend the night instead of driving home after the wedding.
It is best to book your room block as early as possible. The day you set a date for your wedding, get group rates for a block of hotel rooms. By booking early, you can take advantage of group discounts and you also remove the risk of a big event or convention taking up all the rooms in your desired city. If your wedding date coincides with a seasonal holiday, local event or convention, you'll need to reserve your room blocks at least 10 to 12 months in advance. Having the rooms booked before the save-the-dates go out, traditionally done eight months before the wedding, is beneficial so guests know where to stay as they plan their travel.
If you are booking a courtesy room block, you have no financial obligation to fill the rooms. However, if you are booking a contracted room block, you will have to meet negotiated terms such as a deposit, cancellation policy, and minimum bookings.
If you are providing transportation, anticipate that more people will stay at a hotel than you might think. It is also a good idea to book more than one block at hotels with different rates to offer your guests a choice of location and rate.
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Courtesy vs. contracted room blocks
Courtesy room blocks and contracted room blocks are two options for accommodating wedding guests. Both options have their advantages and disadvantages, and the best choice depends on the specific needs and preferences of the couple.
Courtesy room blocks are an excellent option for couples who want to provide accommodation for their wedding guests without any financial obligation. In a courtesy room block, the hotel sets aside a block of rooms for the group, but there is no contract or financial commitment required from the couple. This means that even if the rooms are part of the contract, the couple is not responsible for filling them or paying for any unused rooms. Courtesy room blocks usually do not require a deposit or have attrition clauses, making them a more flexible option. Additionally, courtesy room blocks often come with perks, such as a free room for the bride and groom or other incentives. However, the number of rooms available in a courtesy room block is typically limited to 30 or 40 rooms per night, and hotels may not offer this option if a larger block of rooms is needed.
On the other hand, contracted room blocks involve a formal agreement between the couple and the hotel, with negotiated terms that must be met. These terms may include a deposit, cancellation policy, minimum bookings, and other conditions outlined in the contract. While contracted room blocks provide a guaranteed block of rooms for guests, they also come with financial obligations. If the minimum bookings are not met, the couple may be responsible for paying for any unused rooms. Additionally, contracted room blocks typically require a deposit, which can range from 10% to 50% of the total room cost. However, contracted room blocks offer more security in ensuring accommodation for a larger number of guests.
When deciding between courtesy and contracted room blocks, it is essential to consider the number of guests, the availability of accommodation options, and the couple's budget. Courtesy room blocks are ideal for smaller groups, while contracted room blocks may be necessary for larger weddings or destination weddings with limited accommodation options. It is also worth noting that some hotels may include a courtesy room block as part of their wedding package to make their offering more attractive.
To estimate the number of rooms needed, it is recommended to divide the number of attending guests by two to estimate the number of households that will require accommodation. Then, multiply that number by the estimated percentage of out-of-town guests who will book a room, which is typically around 80% for local weddings and 100% for destination weddings.
Ultimately, the decision between courtesy and contracted room blocks depends on the specific needs and preferences of the couple. Both options have their advantages and can ensure that guests have comfortable and convenient accommodation for the wedding.
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How to get the best rates
To get the best rates for your wedding room block, 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 accommodation options. 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 invitations.
When estimating the number of rooms needed, consider the number of out-of-town guests and the percentage likely to book a room. For a local wedding, you can estimate that 80% of out-of-town guests will require a room, whereas for a destination wedding, you can assume that all guests will need accommodation. It is also a good idea to offer rooms to local guests who may not want to drive home after the wedding. To avoid overbooking and penalty fees, you can offer leftover rooms to local guests closer to the wedding date.
If you are confident in the number of rooms your party will book, you can negotiate perks and concessions with the hotel. For example, if you know you will fill 90% of your block, you can request that these perks be extended to more VIP guests, such as grandparents or the bridal party. You can also consider booking room blocks at multiple hotels to offer your guests a choice of location and rate. This is especially beneficial if your wedding venue is in an area with various accommodation options.
When booking, ask the hotel about potential discounts for guests who book early. Some hotels may also offer a courtesy room block, where there is no financial obligation to fill the rooms. Be sure to carefully review the contract terms, including cancellation policies, deposit requirements, and any hidden costs like resort fees. Additionally, if your wedding date coincides with a holiday or local event, try to reserve your room blocks at least 10-12 months in advance to ensure availability and competitive rates.
Finally, consider using a service like HotelPlanner.com, which assigns an account representative to help you find the best hotel deals and navigate the reservation process. They can assist in identifying potential hidden costs and ensuring you get the best rates for your wedding room block.
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Communicating the room block to guests
Communicating the room block details to your wedding guests is an important part of the wedding planning process. Here are some ways to do this effectively:
Wedding Invitations or Save-the-Dates
If you have the room block details before sending out your save-the-dates or invitations, it is a good idea to include this information. You can include it on a separate insert with the header "Accommodations" to ensure it stands out. The wording should be short and sweet, providing essential information without overwhelming your guests with unnecessary details. For example: “For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding to receive a discounted rate.”
Wedding Website
Creating a wedding website is another effective way to communicate room block details. You can include the website link on an "Accommodations" card or insert with your invitation, directing guests to more information about travel and accommodations. It is important to keep your wedding website updated with any changes or deadlines to ensure guests have access to the most current information.
Direct Communication
For guests who may not be tech-savvy or prefer a more personal touch, direct communication is an option. You can inform them about the room block details through phone calls, emails, or even word of mouth. This method ensures that guests have a clear understanding of the arrangements and can ask any questions they may have.
Online Tools
There are also online tools, such as HotelPlanner, that offer a free event website to list all the hotel options in one place. This centralized platform can make it easier for guests to compare options and book their accommodations.
Timing
It is beneficial to have the room blocks booked before sending out your save-the-dates, traditionally done about eight months before the wedding. This allows guests to plan their travel arrangements early and ensures they have a place to stay, especially if there are limited accommodations in the area.
Additional Information
When communicating room block details, it is also helpful to provide additional information such as transportation options to and from the venue, contact information for the wedding planner or a family member, and any relevant deadlines or cut-off dates for booking.
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Frequently asked questions
A room block is a set of hotel rooms that have been reserved for a group or event at an agreed-upon rate.
Room blocks are crucial for destination weddings and weddings where a large number of guests will be travelling and require accommodation. For local weddings, room blocks are not necessary but are a good idea if many guests are coming from out of town.
To calculate the number of rooms, first, estimate the number of households that will require accommodation by dividing the number of attending out-of-town guests by two. Then, estimate what percentage of these guests will book a room. For a local wedding, 80% is a good estimate, whereas for a destination wedding, you can expect 100% of out-of-town guests to require a room. Multiply these two numbers to get the final number of rooms required.
It is best to reserve room blocks as soon as possible, especially if your wedding date coincides with a seasonal holiday, local event or convention. It is beneficial to have the rooms booked before the save-the-dates go out so that guests can plan their travel arrangements.
A courtesy room block means you have no financial obligation to fill the rooms. On the other hand, a contracted room block means negotiated terms such as deposits, cancellation policies and minimum bookings must be met.
