Incorporate Hotel Rooms: Tips For Wedding Planner Contracts

When planning a wedding, it's important to consider the comfort and convenience of your guests, especially if they're travelling from out of town. One way to ensure this is by setting up a hotel room block, which is a group of rooms set aside by a hotel for an event at a pre-negotiated group rate. This allows guests to book and pay for their own rooms at a discounted rate. As a wedding planner, you can add hotel rooms to the wedding contract by following these steps:

- Determine the number of rooms you'll need based on your guest list and the likelihood that guests will want to stay overnight.

- Figure out how many blocks you'll need by considering the block sizes offered by different hotels, which typically range from 10 to 30 rooms.

- Shop around for the best rates by calling multiple hotels in the area and comparing their quotes.

- Be clear on the terms of your agreement with the hotel, such as whether it's a courtesy block or a contracted block with specific terms and conditions.

- Include the hotel room block information in your wedding contract, specifying the hotel name, address, phone number, reservation name, and room rate.

- Communicate the hotel block details to your guests through your wedding website or invitation suite, and encourage them to book early.

What is a hotel room block?

A hotel room block is a reservation of a minimum of 10 rooms and up to 30 rooms, set aside by a hotel for guests attending a specific event at a pre-negotiated group rate. The guests then book and pay for the rooms themselves.

The purpose of a hotel room block is to ensure that guests know where to stay and to make wedding planning and transportation easier. It is particularly useful for destination weddings or weddings where a lot of guests are travelling to the area.

There are two main types of room blocks: open/courtesy blocks and guaranteed/closed blocks. An open or courtesy block is where a designated number of rooms are set aside with a cut-off date for when the rooms can be booked. After this date, any unbooked rooms will be released and there is no financial responsibility for the couple to fill them. A guaranteed or closed block guarantees a certain number of rooms and the couple will be financially responsible for booking a certain percentage of them.

When reserving a hotel room block, it is recommended to do so as early as possible, especially if the wedding date coincides with a seasonal holiday or local event. It is also beneficial to reserve the rooms before save-the-dates go out so that guests can plan their travel arrangements.

How many rooms to block?

When determining how many rooms to block for a wedding, there are a few key factors to consider.

Firstly, you should estimate the number of out-of-town guests who will need a room. A general rule of thumb is to divide the number of attending guests by two to estimate the number of households that will require accommodation. For a local wedding, you can then multiply this number by 80% to get an idea of how many rooms to block. For a destination wedding, you can assume that 100% of out-of-town guests will require a room.

Secondly, consider how many nights guests are likely to stay. This will depend on how far guests are travelling and the wedding itinerary.

Thirdly, don't forget to account for the wedding party and immediate family members who may want to stay at the hotel, even if they live locally.

Finally, it is recommended to reserve hotel room blocks at two to three hotels to offer guests a choice of location and room rate.

Let's say you are expecting 150 guests, with 50 of them travelling from out of town. Divide 50 by two, which equals 25 households. Then multiply 25 by 80% (the percentage of out-of-town guests expected to book a room for a local wedding) to get a final answer of 20 potential hotel rooms.

For a destination wedding with the same number of guests, simply multiply 50 by 100% to get 50 potential hotel rooms.

Remember, it is always better to overestimate and book more rooms than you need, rather than underestimate and risk not having enough rooms for your guests.

When to reserve?

When to reserve hotel rooms for your wedding guests depends on a few factors.

First, it's important to consider the location and time of year of your wedding. If your wedding is taking place in a small town with limited accommodation, during a holiday weekend, or at the same time as a sporting event or convention, it's recommended to book as early as possible—even up to 10-12 months in advance. The same goes for weddings taking place during a busy season, like fall in New England or summer in a beach town. In these cases, it's best to start researching hotel options as soon as you've booked your venue.

If your wedding doesn't fall into any of these categories, it's still a good idea to book your room blocks at least six months in advance. This will ensure you get the best options for your desired dates and allow your guests to make travel plans as soon as they receive their save-the-dates.

When deciding on the number of rooms to reserve, consider how many guests will be travelling from out of town and whether any local guests might prefer to stay overnight rather than drive home after the wedding. A good rule of thumb is to tally all the out-of-town guests and divide by two, as some guests may make other arrangements.

Once you've estimated the number of rooms needed, it's time to start contacting hotels. Call three to five hotels in the area to find the lowest rate, as rates can vary significantly depending on the size of the hotel, whether they already have groups booked for your date, and if there are any conventions or events taking place at the same time. Be sure to ask about any special rates for groups or weddings, and don't be afraid to negotiate.

When you've found a hotel or hotels that meet your needs, it's time to reserve your room blocks. Keep in mind that courtesy blocks, which don't require a deposit, usually have a cutoff date of about 30 to 90 days in advance, after which any unbooked rooms will be released. So, it's best to finalise your room blocks before sending out your save-the-dates, which are traditionally sent out about eight months before the wedding.

Who pays?

Traditionally, guests are responsible for paying for their own hotel rooms and this expense does not come out of the couple's wedding budget. However, the bride's family usually pays for the wedding party's accommodations, so any hotel room block fees will fall to them. This doesn't mean that they have to pay for each guest's nightly hotel room rate, but they may choose to cover the costs for VIP guests if their budget allows.

If you are the one organising the wedding, it is worth noting that some hotels offer courtesy room blocks, which means there is no financial obligation to fill the rooms, even if it's part of your contract. A contracted room block, on the other hand, means negotiated terms must be met, such as a deposit, cancellation policy, and minimum bookings.

If you are a guest, it is always worth checking with the couple or their wedding planner to see if there is a room block with a special rate for guests.

How to book?

Booking hotel rooms for your wedding guests is a thoughtful gesture, especially for those travelling from out of town. Here is a step-by-step guide to help you with this process.

Step 1: Determine the number of rooms and blocks you'll need

First, decide on the number of rooms you'll require, which will depend on your guest list. If 50% of your guests are travelling, try to match that percentage with the number of rooms. Most guests will travel in couples or share with friends, so you'll want about half the number of rooms for the total number of guests who will need one, plus a few extra. For example, for a guest list of 200 people with 50-60% travelling, you'll want to hold space for about 120 guests, which equates to 60 rooms.

Step 2: Shop around for the best rates

Call three to five hotels in the area to find the lowest rate. The size of the hotel, whether they already have groups booked for your date, and whether there are any conventions or events taking place locally can all impact room prices. Be sure to ask about the expiration date of any quoted rate.

Step 3: Decide on the type of block

You can choose between a courtesy block and a guaranteed block. A courtesy block is more flexible, as you won't be financially liable for any rooms that your guests don't fill. After a certain cut-off date, the hotel will release the unsold rooms from the block and make them available to other guests. With a guaranteed block, you reserve and agree to pay for a set number of rooms, regardless of whether they are used. These rooms are usually filled by the wedding party and close relatives and are often booked at a discounted rate.

Step 4: Be clear on your agreement

If you ask to reserve a number of rooms well above the hotel's standard block size, the hotel may ask you to agree to an attrition rate, meaning you will be financially responsible for any rooms up to a certain percentage that aren't filled. Attrition rates typically hover around 80%. For example, if you request a block of 50 rooms, your party would be required to fill 40. If your party only fills 35 rooms, you would have to pay for the remaining 5 rooms.

Step 5: Book as early as possible

It's best to book your room blocks as soon as you've locked in your wedding date and venue. This will secure the lowest rates for your guests and allow them to make travel plans as soon as they receive their save-the-dates.

Step 6: Be strategic about location

While your hotel blocks should be close to your venue, it's more important that they are close to each other. This makes it easier for guests to get to any additional events you may be hosting, such as a brunch or after-party. It also simplifies transportation arrangements if you are offering a shuttle service.

Step 7: Negotiate for the best rates

If you're choosing between two hotel blocks, be open with the salesperson and ask if they can add rooms to the block or drop the rate. You should also inquire about deals for the wedding couple and discounted rates for auxiliary events held at the hotel.

Step 8: Know the magic words for perks

When a hotel gets back to you with their rates, ask if they offer "any special concessions based on the pickup". Concessions are special perks given to a couple for hitting a certain percentage of rooms booked within their block. The pickup is usually high, around 90%, and perks can vary.

Step 9: Share the information with your guests

Once you've secured your room blocks, share the details with your guests on your wedding website and/or on an accommodations card insert with your invitations. Be sure to include the hotel name, address, phone number, reservation name, room rate (optional), and cut-off date for booking.

Step 10: Consider other factors

Most couples choose to block rooms at hotels with varying price points to accommodate different budgets. Two hotels is usually the most common quantity – one that is a little more expensive and one that is more budget-friendly. You should also take into account factors such as airport transfers, free breakfast, late checkouts, and proximity to local hotspots or free parking.

Frequently asked questions