Securing A Grand Wedding Block: A Guide To Hotel Room Allocations

Planning a wedding can be a daunting task, especially when it comes to accommodating your guests. One of the biggest questions that couples face is how many hotel rooms they should block for their guests.

A hotel room block is a set of hotel rooms that are reserved for a group or event at an agreed-upon rate. The smallest block typically starts at 10 rooms and can go up to 30 rooms, with larger hotels offering larger blocks. By pre-negotiating rates, couples can save their guests time and money while allowing them to be surrounded by other guests, extending the festivities beyond the wedding reception.

When determining the number of rooms to block, it's important to consider the number of guests who will be travelling, the availability of hotels in the area, and the budget. Most hotels require blocks to be booked in groups of 10 or more rooms. It's recommended to reserve one block for every 50 guests and consider different price points to accommodate varying budgets.

The timing of the reservation is also crucial. It's advisable to book as early as possible, ideally six to nine months in advance, to secure the best rates and allow guests to make travel plans early.

In summary, reserving hotel room blocks is a considerate gesture that ensures guests have convenient and cost-effective accommodation during the wedding celebrations.

A hotel room block is a group of rooms a hotel sets aside for an event at a pre-negotiated group rate

A hotel room block is a reservation of a minimum of 10 rooms and up to 30 rooms that a hotel sets aside for an event at a pre-negotiated group rate. The group rate is booked and paid for by the attendees, though the couple may cover the cost for VIPs if their budget allows.

Hotel room blocks are especially useful for destination weddings or weddings where a lot of guests are travelling to the area. They make it easier for guests to plan their travel early and allow them to stay in the same accommodation as other guests, which can make wedding planning and transportation easier. They also give guests their own space, preventing them from crashing the to-be-weds' suite.

There are two types of room blocks: open or courtesy blocks, and guaranteed blocks. 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 will be released and the couple will not be financially responsible for filling them. A guaranteed block guarantees a certain number of rooms, for which the couple and their group will be financially responsible for booking a certain percentage (called an "attrition rate").

When determining how many rooms to block for a wedding, it's important to consider how many out-of-town guests will need a room, how many nights they are likely to stay, whether the wedding party or immediate family members will need a room, and whether local wedding guests should be offered rooms.

It's recommended to reserve a hotel room block as early as possible, especially if the wedding date coincides with a seasonal holiday or local event. It's also important to consider the location of the hotel room blocks, with proximity to the wedding venue being ideal.

The smallest hotel room block typically starts at 10 rooms

When reserving a hotel room block, it is crucial to communicate with guests about the block and provide them with necessary information such as the hotel's contact information, reservation deadline, and discounted rate. This will help ensure that everyone can book their rooms in a timely manner. Additionally, it is recommended to reserve hotel room blocks early, as this can increase the chances of securing lower rates and give guests more time for travel planning.

Another important consideration is the location of the hotel. It is ideal to choose a hotel that is convenient for guests and located near the wedding venue or other attractions. If there are multiple events associated with the wedding, it may be beneficial to choose a hotel that is centrally located for all events. Cost is also a key factor, as guests will appreciate rooms that are reasonably priced.

In terms of the financial responsibility for the hotel room block, it is important to confirm the details with the hotel. In most cases, guests are responsible for booking and paying for their individual rooms. However, some hotels may require a deposit or have strict cancellation policies. It is crucial to carefully review the contract and understand the terms before signing.

Overall, reserving a hotel room block for a wedding is a thoughtful gesture that can enhance the experience for guests, providing them with a place to stay and an opportunity to mingle before and after the wedding. By considering factors such as the number of guests, location, budget, and amenities, couples can ensure that their guests have a comfortable and enjoyable stay.

The couple or their planner is in charge of reserving the block, while guests are responsible for booking and paying for their rooms

Reserving a hotel room block is a thoughtful way to ensure your wedding guests have a comfortable and convenient stay. The couple or their planner is in charge of reserving the block, while guests are responsible for booking and paying for their rooms. Here's a step-by-step guide to help you navigate this process:

Step 1: Determine the Number of Rooms

First, you'll need to estimate how many rooms your wedding guests will require. Consider your guest list and the number of people travelling from out of town. You'll want to reserve enough rooms to accommodate these guests, keeping in mind that most hotels require a minimum of 10 rooms for a block booking. It's better to overestimate and have a few empty rooms than to underestimate and have guests struggling to find accommodation.

Step 2: Calculate the Number of Blocks

Once you know the total number of rooms needed, you can determine how many blocks to book. Block sizes vary, typically ranging from 10 to 30 rooms, with larger hotels offering larger blocks. If you're reserving blocks at multiple hotels, ensure you have a good mix of price points to accommodate different budgets.

Step 3: Shop Around for the Best Rates

Contact several hotels in the area to compare rates. Call at least three to five hotels and don't be afraid to negotiate. Rates can vary significantly depending on the size of the hotel, existing bookings, and local events. Remember to ask about any perks or upgrades that may be included.

Step 4: Understand the Agreement

Courtesy blocks are ideal as they don't hold you financially responsible for any unbooked rooms. With a courtesy block, the hotel sets aside a certain number of rooms for your guests until a specific cut-off date, after which the unbooked rooms are released. If you request a larger block than the hotel's standard size, they may ask you to agree to an attrition rate, where you are financially liable for a certain percentage of unbooked rooms.

Step 5: Finalise the Contract

Before signing the contract, read it thoroughly and clarify any questions or concerns. Pay attention to details such as the attrition or cancellation policy, deposit requirements, and any penalties for unbooked rooms. Ensure you understand your financial responsibilities regarding the block.

Step 6: Communicate with Your Guests

Once the block is reserved, spread the word to your guests. Create a dedicated page on your wedding website with all the hotel information, including booking links or codes, reservation deadlines, and any special rates. You can also include accommodation details with your invitations or save-the-date cards.

Step 7: Provide Regular Reminders

It's a good idea to set up automated reminders for your guests as the booking deadline approaches. You can use email or text message services to send these reminders. This will help ensure that your guests don't miss out on booking their rooms at the discounted rate.

By following these steps, you'll be able to reserve a hotel room block that suits your needs and provides a seamless experience for your wedding guests.

Hotel room blocks are beneficial for transportation, providing a home base and giving guests space to mix and mingle

Hotel room blocks are a great way to organise transportation to and from your wedding venue. They can also serve as a home base for your guests to mix and mingle outside of your wedding event. Here are some benefits of hotel room blocks in more detail:

Transportation

Hotel room blocks make it easier to arrange transportation for your guests, whether it's to and from the wedding venue, airport, or other local attractions. Many hotels offer shuttle services, which can be a convenient and cost-effective option. It's also beneficial if the hotel is located near the wedding venue, usually within a 30-minute drive, to reduce travel time and costs.

Home Base

Hotel room blocks provide a central location for your guests to gather and socialise. It gives them a "home base" during the wedding festivities, making it easier for guests to coordinate and make plans for the wedding weekend. It's also a great opportunity for guests to extend the celebration and create their own after-party.

Space to Mingle

Hotel room blocks allow guests to stay in the same accommodation, providing a space for them to mix and mingle. This is especially beneficial for out-of-town guests or destination weddings, where guests are more likely to stay at the hotel and socialise with other guests. It enhances the overall wedding experience and creates a sense of community among your guests.

In addition to the above benefits, hotel room blocks can also offer better room rates for your guests, and some hotels may provide perks for the wedding couple, such as a complimentary room or an upgraded suite. Reserving a block of rooms ensures that your guests have comfortable and convenient accommodations, making their experience more enjoyable and memorable.

You can secure a hotel room block by calling the hotel or using a site like HotelPlanner.com

A hotel room block is a set of hotel rooms that are set aside for a group at a pre-negotiated rate. The smallest block typically starts at 10 rooms, but can go up to 30 rooms.

Using a site like HotelPlanner.com is a great option if you're looking for a more convenient way to secure your hotel room block. The site has partnerships with major hotel chains and certified planners that speak 28 different languages. All you need to do is fill out a simple informational questionnaire and you'll be matched with a local expert who can help you through the entire process.

Whether you decide to call the hotel directly or use a site like HotelPlanner.com, it's important to reserve your hotel room block as early as possible. This will ensure that you get the lowest rates for your guests and allow them to make travel plans as soon as they receive their save-the-dates. It's also a good idea to reserve your room block before your save-the-dates go out so that your guests know where to stay when they start making their travel arrangements.

Frequently asked questions