Junior Rasmussen
Planning a wedding involves taking care of a lot of details, from choosing the colour palette to deciding on the food and drinks. One of the most important things to consider is whether to reserve a block of hotel rooms for your guests. This can be a daunting task, but it is a crucial part of creating a great wedding experience for your guests. In this article, we will explore the ins and outs of blocking hotel rooms for your wedding and provide tips and tricks to make the process as smooth as possible. We will also discuss the benefits and risks of blocking hotel rooms and how to reserve them.
| Characteristics | Values |
|---|---|
| Definition | A hotel room block is a reservation of 10 or more rooms at a discounted rate. |
| Purpose | To ensure guests have a place to stay, especially if they are travelling for the wedding, and to allow guests to stay in the same accommodation. |
| Benefits | Saves guests time and money, enhances their experience, and makes wedding planning and transportation easier. |
| When to book | For a high-demand location or season, book as soon as possible. For a local wedding, booking 6 months in advance is usually sufficient. |
| Number of rooms | Depends on the number of out-of-town guests and local guests who may want to stay. |
| Number of hotels | For a local wedding, consider booking rooms at 2-3 hotels to offer guests a choice of location and rate. |
| Communication | Inform guests as early as possible. Include hotel information on save-the-dates, invitations, and the wedding website. |
| Types | Courtesy room block (no financial obligation) and contracted room block (negotiated terms must be met). |
| Negotiation | Shop around and negotiate with multiple hotels to get the best deal. |
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What You'll Learn
Why block hotel rooms?
Blocking hotel rooms for a wedding is a considerate gesture and a way to help your guests save money on their accommodations. It is also a great way to ensure that all of your guests will have a place to stay during the event. This is especially important if you are having a destination wedding or if a large number of your guests are coming from out of town.
A hotel room block is a set of hotel rooms that have been set aside for a group at an agreed-upon rate. The smallest block typically starts at 10 rooms. By pre-negotiating rates at your chosen location, you will save your guests time and money while they attend your wedding. It will also ensure that they are surrounded by other guests, so the good times can extend before and after the reception.
When deciding on the number of rooms, you will need to consider your guest list and how many people are travelling in from out of town. It is also a good idea to think about the local guests who may not want to drive home after the festivities. You can offer them leftover rooms closer to the wedding date to avoid overbooking and penalty fees.
It is important to note that hotel room blocks do not last forever. You can open one up for your guests to begin securing their rooms up to a year in advance, but it will close roughly one month before the wedding. It is recommended that you inform your guests as early as possible so that they have ample time to choose and pay for a room.
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How many rooms to block?
The number of rooms you should block depends on several factors, including the number of guests, the location of the wedding, and the availability of other accommodations. Here are some tips to help you determine how many rooms to block for your wedding:
Estimate the number of out-of-town guests:
Calculate the number of guests who will need accommodations by estimating the percentage of out-of-town guests attending. For a local wedding, you can expect around 80% of your guests to book a room, while for a destination wedding, this number can go up to 100%.
Determine the number of households:
Divide the number of attending guests by two to estimate the number of households that will need accommodations. This is important because couples or friends may share a room.
Multiply the two estimates:
Multiply the percentage of out-of-town guests by the number of households to get an estimate of the number of rooms you should block. For example, if you have 100 guests and expect 80% to be from out of town, you would divide 100 by 2, resulting in 50 households. Then, multiply 50 by 0.8, giving you an estimate of 40 rooms.
Consider the location and availability of accommodations:
If your wedding is in an area with limited accommodations, you may want to block rooms in multiple hotels to ensure your guests have somewhere to stay. On the other hand, if there are plenty of hotels nearby, you can offer your guests a choice of locations and room rates.
Don't forget the wedding party and family:
Some members of the wedding party or immediate family may want to stay at the hotel, even if they live in town, to enhance their wedding experience. Be sure to reach out to them early and include them in your room count.
Be mindful of the wedding itinerary:
Consider the number of nights your guests will need to stay at the hotel. If you're having a weekend-long celebration or multiple events, your guests may need to book additional nights.
Remember, it's better to overestimate and have a few extra rooms than to underestimate and risk not having enough accommodations for your guests. By blocking hotel rooms, you'll make it easier for your guests to attend your wedding and ensure they have a comfortable and convenient experience.
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Local vs destination weddings
Planning a wedding is an exciting time, but it can also be a stressful experience. One of the first things to decide is whether to have a local or destination wedding. There are pros and cons to each, and it's important to weigh up these factors to ensure your wedding is everything you want it to be.
Local weddings are often more convenient for both the couple and their guests. You can easily visit the venue, do a full walk-through, and plan the details accordingly. Local weddings also offer more flexibility for guests of all budgets, with a range of accommodation options, from hotels to Airbnbs. You can also have an open bar, a traditional feature of local weddings, without the expense of a destination wedding.
Destination weddings can be a wonderful adventure and offer a unique, exotic location. You and your guests will feel like you're on vacation, which will create a fantastic wedding experience. The world is your oyster when it comes to choosing a location, and you can exchange vows in a stunning setting, such as by the ocean. Destination weddings can also be more affordable, with lower venue costs and great deals available. Wedding packages often include the venue, flowers, and other extras, and you may even get the venue for free.
However, destination weddings may require a smaller guest list due to the cost of travel for your guests. Elderly family members may not be able to attend due to the travel involved, and long-distance planning can be challenging, with details not turning out as desired. Local weddings, on the other hand, may require more planning when it comes to blocking hotel rooms for guests. You'll need to consider how many rooms to reserve, taking into account out-of-town guests and those who may want to stay over after the festivities.
Whether you choose a local or destination wedding, your special day will be memorable. Just remember to consider the pros and cons of each option and plan accordingly.
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Courtesy vs contracted room blocks
Courtesy room blocks and contracted room blocks are two options for couples looking to reserve hotel rooms for their wedding guests. Both options have their advantages and disadvantages, and the best choice for each couple will depend on their specific needs and preferences.
A courtesy room block is a type of reservation where the hotel sets aside a certain number of rooms for the wedding guests. This type of block does not require any financial obligation from the couple, even if it is part of their contract. In other words, if there are any leftover rooms in the block, the couple is not responsible for paying for them. The leftover rooms are typically released back to the general public about a month before the event. Courtesy room blocks offer flexibility, as there is no penalty for unused rooms. However, the room rate for a courtesy block may be higher than that of a contracted block.
On the other hand, a contracted room block involves negotiated terms that must be met by both the couple and the hotel. These terms may include a deposit, cancellation policy, minimum bookings, and other details. While contracted blocks may offer a lower room rate than courtesy blocks, the couple is financially responsible for any unbooked rooms. This means that if some of the rooms in the block are not reserved by the wedding guests, the couple will have to pay for them. Contracted blocks provide security, as the rooms are guaranteed to be available for the guests.
When deciding between a courtesy and a contracted room block, there are several factors to consider. Firstly, the couple should estimate the number of guests who will need accommodations, taking into account the location of the wedding and the percentage of out-of-town guests. Secondly, the couple should consider their budget and whether they are comfortable with the potential financial risk of a contracted block. Finally, the couple should weigh the convenience and security of a guaranteed block of rooms against the flexibility and lower financial risk of a courtesy block.
In summary, courtesy and contracted room blocks offer different benefits and drawbacks. Courtesy blocks provide flexibility and peace of mind, while contracted blocks may offer lower rates but come with the risk of financial responsibility for unused rooms. By considering their guest list, budget, and preferences, couples can make an informed decision about which type of room block is the best fit for their wedding.
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Informing your guests
Timing is Key
It is essential to inform your guests about the hotel room block as early as possible. This will allow them to make their travel plans and secure their accommodations in a timely manner. Ideally, you should aim to share this information before sending out your wedding invitations.
Provide Clear and Concise Information
When informing your guests about the hotel room block, be sure to include all the relevant details. This includes the name and contact information of the hotel(s), the reserved room rate, and any important dates or deadlines. For example, let them know if there is a cut-off date to secure the discounted rate. You can also provide additional information such as transportation options to and from the venue and any relevant contact information for questions or concerns.
Utilize Various Communication Channels
There are several ways to communicate the hotel room block information to your guests. You can include it on your save-the-dates, wedding invitations, and wedding website. Additionally, you may want to send a friendly reminder to any guests who have not yet booked their rooms as the wedding date approaches.
Consider Different Budgets and Preferences
Keep in mind that your guests may have different budgets and preferences when it comes to accommodations. If possible, offer a variety of hotel options at different price points to accommodate their needs. This will show your guests that you are considerate of their financial situations and willing to provide options that suit their tastes.
Be Mindful of Check-In Times
Pay attention to the check-in times at the hotels you have blocked. Ensure that they do not conflict with the starting time of your wedding. You don't want your out-of-town guests to arrive and find themselves rushing to get ready or struggling to find a place to change.
Keep it Simple
While you want to provide options, avoid offering too many hotel choices. Having too many selections may confuse your guests and also create unnecessary stress for you during the wedding planning process. Instead, limit your options to two or three hotels that cater to different budgets and preferences.
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Frequently asked questions
A hotel room block is a reservation of 10 or more rooms at a discounted rate. It ensures your guests have a place to stay near your wedding activities, especially the reception, and allows everyone to stay in the same hotel.
Blocking hotel rooms for your wedding guests is not mandatory but it is a nice gesture, especially if a large number of guests are coming from out of town or you are planning a destination wedding. Even if most guests are local, a hotel room block can be useful for those who want to spend the night instead of driving home after the wedding.
First, decide on the number of rooms you will need by estimating how many guests will be travelling for your wedding and how many rooms each group of guests will need. Next, contact hotels near your wedding venue to negotiate a room block. You can use the offers you receive as leverage to get a better deal. Once you have secured a room block, inform your guests as soon as possible so they can book their rooms.
