Junior Rasmussen
Wedding planners can help with hotel blocks, but it's not always necessary. A hotel room block is a set of hotel rooms that are reserved for a group at a discounted rate. This is usually a minimum of 10 rooms, but it can be more. The perks of a hotel room block include a better room rate, a complimentary room for the couple, early check-in or late check-out, and welcome bag distribution. It's a good idea to set up a hotel room block if a lot of guests are travelling or if it's a destination wedding. It's also a nice gesture, even if most guests are local.
| Characteristics | Values |
|---|---|
| Definition | 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. |
| Minimum number of rooms | 10 |
| Maximum number of rooms | 30 |
| Who pays for the rooms? | Guests/the group |
| Who to contact | Group sales department |
| When to reserve rooms | ASAP, ideally 10-12 months in advance |
| Cost | Free for a courtesy block; otherwise, a deposit of 10%-50% of the total room cost may be required |
| Perks | A complimentary room for the couple, early check-in or late check-out, welcome bag distribution, transportation |
| Types | Courtesy block, guaranteed block |
What You'll Learn
What is a hotel room block?
A hotel room block is a reservation of a group of rooms (usually a minimum of 10) at a hotel or hotels close to a wedding venue. The rooms are set aside for guests at a pre-negotiated group rate. This allows guests to know where to stay and makes it easier for the host to plan additional accommodation for them, such as transportation to and from the wedding.
There are two main types of hotel room block: an open or courtesy block, and a guaranteed block. An open or courtesy block is a designated number of rooms set aside with a cut-off date for when the rooms can be booked. After this date, any unbooked rooms are released and the host is not financially responsible. A guaranteed block secures a certain number of rooms, and the host will be financially responsible for booking a certain percentage of rooms.
Hotel room blocks are particularly useful for destination weddings or weddings where a lot of guests are travelling. They make it easier for guests to plan their travel in advance, and ensure they are surrounded by other guests, so the celebrations can extend beyond the wedding reception.
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How do I book a hotel room block?
Booking a hotel room block for a wedding can be a tedious task, but it is worth it to ensure your guests have a comfortable stay. Here is a step-by-step guide to booking a hotel room block:
Estimate the number of rooms needed:
The number of rooms you need will depend on your guest list. Consider how many guests are travelling from out of town and will need accommodation. You may also want to reserve rooms for the bridal party and immediate family, even if they live locally. It is better to overestimate than underestimate, but keep in mind that you don't want to be left with too many empty rooms.
Determine the number of blocks:
Block sizes vary by hotel, but they typically range from 10 to 30 rooms. Larger hotels may offer bigger blocks.
Shop around for the best rates:
Contact multiple hotels in the area to compare rates. Rates can vary significantly depending on the size of the hotel, other groups booked for the same date, and local events or conventions. Remember that quoted rates usually expire within two weeks, so don't delay.
Understand the agreement:
Courtesy blocks are ideal as they don't hold you financially liable for any unfilled rooms. However, some hotels may ask for an attrition rate if you request a larger block than their standard size. This means you will be responsible for paying for any rooms up to a certain percentage of the block that goes unfilled.
Finalise the booking:
Once you've chosen a hotel and agreed on the terms, add the information to your wedding website and/or paper invitations. Include the hotel name, contact information, and a link to book. Also, specify the cutoff date for guests to receive the discounted rate.
Communicate with your guests:
It is important to remind your guests about the room block and cutoff date. Send a friendly reminder via text or email to any guests who haven't secured their reservation yet.
Consider using a booking service:
If the process seems overwhelming, consider using a free booking service like Where Will They Stay or HotelPlanner. These services can help you find hotels, negotiate rates, and manage the booking process.
Remember to start the booking process early, ideally as soon as you've locked in your wedding date and venue. This will ensure you get the best rates and give your guests plenty of time to plan their travel arrangements.
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What are the pros and cons of a courtesy block?
A courtesy block is a set of hotel rooms that are held for your group with a cut-off date, usually 30 days prior to check-in. On that date, any unbooked rooms are released back into the hotel's inventory without any financial obligation for you.
Pros of a Courtesy Block:
- No financial obligation, which saves you money if there are fewer bookings than expected.
- Particularly popular for weddings.
Cons of a Courtesy Block:
- Rooms are held but not guaranteed. The hotel can sell out and offer them to another group.
- You are unlikely to be able to offer guests a discounted rate.
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What are the pros and cons of a guaranteed block?
A guaranteed block, also known as a contract block, is a type of hotel reservation where a specific number of rooms are guaranteed for a group. This option is particularly useful for high-demand destinations and dates. Here are some pros and cons to consider when deciding whether to book a guaranteed block for your wedding:
Pros of a Guaranteed Block:
- Rooms are guaranteed for your group and cannot be given away to others outside of your group.
- Hotels typically offer more upgrades and special promotions for guaranteed room blocks.
- It ensures that all your guests have a place to stay, especially if your wedding is at a destination that may be sold out or in high demand.
- It simplifies planning for both the couple and the wedding planner. Guests can be referred to the hotel, which will automatically provide the discounted rate for the blocked rooms.
- It makes travel plans easier for guests, especially if they are travelling to an unknown destination.
- It can be more cost-effective for guests, as hotels often provide significant discounts for wedding guests.
Cons of a Guaranteed Block:
- There is a financial obligation to fill a certain percentage of rooms, usually between 70% to 90%. If the group does not meet this attrition rate, they may be charged for the unbooked rooms.
- It may not offer the same flexibility as other options, as guests are tied to specific rooms and dates.
- It can be a complicated process, especially if the hotel provides information in convoluted travel terms.
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How do I communicate hotel room block info to guests?
Communicating hotel room block information to guests is an important part of the wedding planning process. Here are some detailed steps to help you effectively share this information:
Include it on your save-the-dates or invitations:
If possible, include the hotel room block information on your save-the-dates or wedding invitations. This will allow your guests to start making their travel plans early. You can also provide a separate wedding accommodation card that matches the motif of your invitations. This card should include the necessary information, such as the hotel name, address, phone number, and any special rates or instructions for booking.
Create a special message for out-of-town guests:
On your wedding website or in your communication with out-of-town guests, create a personalised message thanking them for their attendance and providing hotel room block details. You can mention the number of nights the block is reserved for, the hotel name(s), and any special group rates that have been negotiated. It is also helpful to include a cut-off date for booking to ensure your guests don't miss out.
Provide all relevant details:
When communicating hotel room block information, be sure to include all the necessary details. This includes the check-in and check-out dates, the number of rooms available, the room types, and any additional amenities or services offered by the hotel. You may also want to mention if there is a shuttle service provided by the hotel to and from the wedding venue.
Refer guests to your wedding website:
Include your wedding website link in your communication with guests so they can find all the relevant information in one place. Keep your website updated with any changes or deadlines regarding the hotel room block. This will help prevent guests from calling you with questions and ensure they have the most up-to-date information.
Consider using a booking platform:
Using a booking platform, such as HotelPlanner, can simplify the process for both you and your guests. These platforms allow you to search for hotels near your venue, negotiate prices, and reserve room blocks all in one place. They can also provide you with a free event website to send to your guests, making the booking process even easier.
Remember to book your hotel room blocks early, especially if your wedding date coincides with a holiday or local event. Communicating hotel room block information clearly and effectively will help ensure your guests have a smooth and enjoyable experience during your special day.
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Frequently asked questions
A hotel room block is a group of rooms that a hotel sets aside for an event at a pre-negotiated group rate to be booked and paid for by the attendees. The smallest block typically starts at 10 rooms.
By pre-negotiating rates at your chosen hotel, you save friends and family time and money while they attend your wedding. It also ensures they'll be surrounded by other guests, so the good times can extend before and after the wedding reception.
There are two types of hotel room blocks: courtesy blocks and guaranteed/contract blocks. A courtesy block is a block of rooms held for your group with a cut-off date, after which any unbooked rooms are released without financial obligation to you. A guaranteed block is used for a guaranteed number of rooms, and your group will be required to pick up a percentage of rooms (known as an attrition rate). If your group doesn't meet this percentage, you may be charged for the unbooked rooms.
First, determine how many rooms you'll need based on your guest list and how many people are travelling. Then, shop around for the best rates by calling different hotels in the area. Finally, be clear on the terms of your agreement and try to go for a courtesy block to avoid financial liability.
