Franklin Dean
Planning a wedding is a complex task, and one of the many considerations is whether to reserve hotel rooms for your guests. While it is not a requirement, it is a thoughtful gesture, especially for those travelling from out of town. Reserving a block of rooms at a hotel or hotels can make the experience more enjoyable for your guests, giving them a place to mingle and create their own after-party. It can also make wedding planning and transportation easier for the happy couple. So, how do you go about reserving hotel rooms for a wedding, and how many rooms should you book?
| Characteristics | Values |
|---|---|
| Number of rooms | Depends on the guest list. Estimate the number of households that will need accommodation by dividing the number of attending guests by two. Then, estimate what percentage of your out-of-town guests will book a room. |
| Type of room block | Open/courtesy block or closed/guaranteed block. Open blocks are rooms made available by the hotel for guests to pay for themselves. Closed blocks are a set of rooms that you reserve and agree to pay for regardless of whether they are used. |
| Number of hotels | If you need 20 to 30 rooms, reserve spaces at two to three hotels to offer guests a choice of location and room rate. |
| Timing | Reserve rooms as early as possible. If your wedding date coincides with a seasonal holiday, local event or convention, reserve rooms at least 10 to 12 months in advance. |
| Deposit | Most hotels offer courtesy room blocks that do not require a deposit. However, some hotels may require a deposit of 10% to 50% of the total room cost. |
| Group rates | Hotels usually offer group rates for room blocks. You can get these by filling out a form or calling the hotel directly. |
| Perks | If you need to reserve more than 25 or 30 rooms, ask for a free bridal suite. |
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What You'll Learn
How many rooms to reserve
Deciding on the number of rooms to reserve for your wedding guests depends on several factors. Firstly, you should consider the number of guests who will be travelling from out of town and will need a place to stay. If you are planning a destination wedding, most, if not all, of your guests will need a hotel room, so the number of rooms to reserve will be more predictable. On the other hand, if you are having a local wedding, you may have a mix of guests who will be travelling and those who live nearby. In this case, it is a good idea to send out your invitations and then ask your guests if they will be requiring a hotel room.
To calculate the number of rooms you will need, you can start by dividing the number of attending guests by two to estimate the number of households that will need accommodation. Then, you can estimate what percentage of your out-of-town guests will book a room. For a local wedding, this might be around 80%, whereas for a destination wedding, it is likely to be closer to 100%.
It is worth noting that some guests may prefer to share a room, so you may not need to reserve one room for every household or couple. Additionally, some guests may opt for alternative accommodation options such as Airbnbs or VRBOs, which can be more economical, especially for larger groups. Therefore, it is a good idea to offer a variety of hotel options at different price points if you can.
If you need to reserve more than 20 rooms per night, you can either make a rough estimate or a more accurate one. A rough estimate would be to reserve around 20-30 rooms, especially if you are expecting a large number of out-of-town guests. A more accurate estimate would be to make a list of all your out-of-town guests and separate them into families, couples, and singles. Then, you can determine how many rooms each group will need and add any additional rooms for your wedding party and parents.
Remember to also consider the location of the hotels in proximity to your wedding venue. Ideally, the hotels should be within 15 to 20 minutes of your venue, and it is more important that they are close to each other to facilitate any after-parties or transportation you may be providing. Additionally, check if there are any large events or conventions occurring at the same time as your wedding, as this may impact room availability and rates.
Finally, when reserving hotel rooms for your wedding guests, it is recommended to reserve your room block as soon as possible, especially if your wedding date coincides with a seasonal holiday or local event. This will ensure you get the best options for your desired dates.
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Local vs destination weddings
There are several factors to consider when deciding between a local or destination wedding. Here are some key points to help you make an informed decision:
Local Weddings:
- Convenience and Accessibility: Local weddings are generally more convenient for both the couple and their guests. It eliminates the need for extensive travel, making it easier for a larger number of guests to attend, regardless of their budget or physical abilities.
- Familiarity and Control: Planning a local wedding allows you to be more familiar with the venue and its surroundings. You can conduct walk-throughs, ensuring that the venue meets your requirements and allowing for more control over the setup and décor details.
- Guest Accommodation: For local weddings, a smaller percentage of your guest list will be visiting from out of town. You may only need to reserve a hotel block at a single location or a few hotels to offer guests a range of options.
- Cost: Local weddings can be more cost-effective, as you don't have to factor in travel or accommodation expenses for yourself and your wedding party. Additionally, local weddings often have lower venue costs compared to destination weddings.
- Tradition and Formality: Traditional weddings tend to follow a more familiar structure, with a civil or religious ceremony followed by a reception. They can also be more formal and grandiose, allowing you to indulge in your dream theme without the limitations of a remote location.
Destination Weddings:
- Unique Experience: Destination weddings offer the opportunity to exchange vows in a unique or exotic location of your choice. Whether it's by the ocean or in a far-flung locale, your wedding can become a vacation for you and your guests, creating a memorable experience.
- Casual and Intimate: Destination weddings often have a more casual feel and tend to be smaller affairs. While this may depend on the specific location and your preferences, it can be a pro or a con depending on your vision for the wedding.
- Guest Accommodation: At a destination wedding, almost all your guests will require accommodation. This makes it easier to calculate the number of rooms needed and ensures that your guests have a place to stay. Some resorts or venues may include a courtesy room block in their packages.
- Cost: While destination weddings can be affordable, with packages including venues and flowers, they may require a compromise in your guest list due to travel costs. The drinks and catering costs can also add up, especially if you feel obligated to host additional events like a welcome party or excursions.
- Planning Challenges: Planning a destination wedding long-distance can be challenging, and you may not have the same level of control over every detail. It's important to consider the potential for unexpected issues and accept that some things may not turn out exactly as planned.
Ultimately, the decision between a local or destination wedding depends on your personal preferences, budget, and guest list. Both options have their advantages and disadvantages, and it's essential to weigh the pros and cons to ensure your wedding day aligns with your vision.
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Courtesy vs contracted room blocks
Courtesy room blocks and contracted room blocks are two options for reserving hotel rooms for weddings.
A courtesy room block is when a hotel sets aside a certain number of rooms for guests, typically between 10 and 20 rooms. There is no financial obligation to fill the rooms, and once the initial rooms are reserved, more can be added. This type of block is ideal for groups that need fewer than 20 rooms per night and want to avoid the risk of paying for unused rooms. Courtesy room blocks also do not require a deposit.
On the other hand, a contracted room block involves negotiating specific terms with the hotel, such as a deposit, cancellation policy, and minimum bookings. For example, if you contract for 20 rooms for two nights and the attrition rate is 80%, your group would need to fill 32 room nights. If those rooms are not filled, you may be charged for the unbooked nights. The benefit of a contracted room block is that the rooms are guaranteed for your group and cannot be given to others. Hotels often offer more upgrades and promotions for these blocks.
When deciding between a courtesy or contracted room block, it is important to consider the number of rooms needed, the financial obligations, and the level of flexibility required. Courtesy room blocks offer more flexibility and less financial risk, while contracted room blocks provide guaranteed rooms and potential upgrades.
Additionally, the timing of the reservation is crucial. It is recommended to reserve room blocks as soon as possible, especially if the wedding coincides with a holiday or local event. Reserving rooms before sending out invitations can be beneficial, as guests can plan their travel arrangements accordingly.
In summary, courtesy room blocks are ideal for smaller groups who want flexibility and want to avoid financial obligations, while contracted room blocks are suitable for larger groups who want guaranteed rooms and are willing to commit to specific terms.
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Timing and rates
The timing of your wedding is a key consideration when reserving hotel room blocks. It is recommended to reserve your room blocks as early as possible to get the best options for your desired dates. If your wedding date coincides with a seasonal holiday, local event, or convention, it is advisable to reserve your room blocks at least 10 to 12 months in advance. Having the room blocks booked before sending out your save-the-dates, traditionally done eight months before the wedding, is beneficial for your guests' travel planning.
When reserving a block of hotel rooms, it is important to consider the number of out-of-town guests who will require accommodation. For local weddings, a smaller percentage of guests will be visiting from out of town, so you may only need to reserve a hotel block at a single location. On the other hand, destination weddings will likely require accommodation for almost all guests, and providing a few recommendations at a range of budgets may be more suitable.
Most hotels offer courtesy room blocks, which are typically provided for smaller groups and do not require a deposit or financial obligation to fill the rooms. These blocks usually have a cut-off date, after which any unreserved rooms are released and made available at the standard price. The number of rooms in a courtesy block can vary, with some hotels offering as few as 10-20 rooms, while others may provide 20-30 rooms as a courtesy.
If you need to reserve more than 25-30 rooms, you may be able to negotiate perks such as a free bridal suite or discounted rates for a newlywed/honeymoon suite. Closed or guaranteed blocks, where you pay for a set of rooms regardless of whether they are used, may also be an option. These blocks are often booked at a discounted rate due to the large number of rooms being reserved.
To get group rates, you can either fill out a form online and receive quotes from multiple hotels or call each hotel individually and speak to the sales manager about their courtesy room block options and rates. Reserving room blocks early can help you secure better rates, and it is beneficial to offer a variety of locations and rates to accommodate different budgets and preferences.
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Group rates and discounts
If you are looking for a courtesy room block, it is best to call the hotel directly and ask to speak to the sales manager. You can also fill out an online form, specifying that you are looking for a courtesy room block with no deposit. Once you submit the form, you will receive quotes from several hotels near your wedding venue, and you can select the one that suits your needs and budget. It is also a good idea to reserve rooms with different bed sizes to cater to different guest needs.
If you are reserving more than 25-30 rooms, you can ask for a free bridal suite. Many hotels will provide this as a thank-you gesture for reserving a large room block. Additionally, the earlier you reserve your room blocks, the better the rate you are likely to get. It is recommended to reserve rooms 10-12 months in advance if your wedding date coincides with a seasonal holiday, local event or convention.
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Frequently asked questions
It is not necessary, but it is a considerate gesture, especially for out-of-town guests. It also makes wedding planning and transportation easier.
First, make a list of all out-of-town guests and separate them into groups: families, couples, and singles. Then, estimate how many rooms each group will need. Finally, add your wedding party and parents to the total.
Reserve rooms as early as possible, especially if your wedding coincides with a holiday or local event. It's beneficial to have the rooms booked before save-the-dates go out, so guests can plan their travel.
A courtesy room block is a set of rooms that hotels make available for your guests without requiring a deposit or contract. There is no financial obligation to fill the rooms, and guests usually have to book by a certain date.
You can either book online or call the hotel directly and ask for a courtesy room block. Once the block is set up, email your guests with information on how to reserve their rooms.
