Junior Rasmussen
Wedding hotel blocks are a convenient way to ensure your guests have a comfortable place to stay near your wedding venue. They are particularly useful for destination weddings, where most of your guests will be travelling to the venue. A hotel block is a set of hotel rooms that are reserved specifically for your wedding guests at a pre-negotiated, discounted rate. The number of rooms you'll need to reserve will depend on your guest list, with most guests travelling in couples or sharing with friends. You can choose between a courtesy block, where you are not financially obligated to fill the rooms, and a contract block, where you will be charged if a certain number of rooms are not booked.
| Characteristics | Values |
|---|---|
| Purpose | To provide out-of-town guests with a comfortable place to stay near the wedding venue, and to build a sense of community and shared celebration among guests. |
| Number of rooms | The smallest block typically starts at 10 rooms. The number of rooms depends on the guest list, with most guests travelling in couples or sharing with friends. |
| Room rate | The room rate is pre-negotiated and discounted. |
| Booking process | Guests can call the hotel, give the room block name, and reserve a room using their credit card. |
| Deadline | There is usually a deadline to book the rooms, typically around a month before the wedding. |
| Courtesy block | The hotel sets aside rooms for guests, with no financial obligation for the couple if the rooms are not booked. |
| Contract/attrition block | The couple is financially responsible for a certain number of rooms and will be charged if they are not booked. |
| Multiple blocks | It may be beneficial to have multiple courtesy room blocks at different hotels to give guests options and avoid potential fees. |
| Communication | It is important to clearly communicate hotel block details to guests, including hotel name, location, group rate, booking link/code, and deadlines. |
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What You'll Learn
Courtesy vs. contract blocks
Courtesy blocks and contract blocks are the two basic kinds of hotel blocks.
Courtesy blocks are a way to reserve a set of rooms for your guests without any financial obligation. The hotel agrees to offer a discounted group rate for your wedding guests, who can call and make reservations under a group code. The rooms are held for your guests until a certain date, after which they are released for the general public to book. This option is ideal for couples who don't want to be stuck with a huge bill if their block doesn't sell out, although it may not get you a great rate, especially if you are not holding the reception at the hotel.
Contract or attrition blocks, on the other hand, come with financial risk. While they guarantee a set of rooms for your guests, you will be charged if these rooms are not booked. Negotiated terms must be met, including deposits, cancellation policies, and minimum bookings.
When deciding on the number of rooms to block, consider how many people are travelling from out of town. For a local wedding, you may only need to reserve a hotel block at a single location, whereas a destination wedding will likely require accommodation for almost every guest. It's a good idea to offer a variety of hotels at various rates to fit different budgets and preferences.
To find the best rates, it's recommended to call several hotels in the area and ask about their policies and availability.
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How to calculate the number of rooms
Deciding on the number of rooms depends on the guest list and the wedding's location.
For a local wedding, a smaller percentage of the guest list will be visiting from out of town. In this case, you may only want to reserve a hotel block at a single location. If there are enough people who need accommodations, try to offer a variety of different hotels at various rates to fit every budget and preference.
For a destination wedding, almost everyone will need a hotel room. With more people lodging, providing a few recommendations in a range of budgets will be more probable. If you're hosting a wedding at a resort, your destination wedding package may include a room block to ensure all your guests have a place to stay. If your destination wedding is in an area with lots of accommodations, then you should offer your guests multiple selections. However, you should only do this if you have a large guest list, so it makes the effort worthwhile.
To calculate the number of rooms, you can start by estimating the number of households that will need accommodations by dividing the number of attending guests by two. Then, estimate what percentage of your out-of-town guests will book a room. For example, the numbers will probably be 80% for a local wedding and 100% for a destination wedding.
For instance, if you have a local wedding with 150 guests, 50 of them being from out of town, divide 50 by two, which equals 25 households. Then multiply 80% by 25 and get your final answer of 20 potential hotel rooms.
If you have a 200-person guest list with 50 to 60 percent of guests traveling for the celebration, you’ll want to hold space for about 120 guests. That equates to 60 rooms.
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Local vs. destination weddings
For a local wedding, you'll want to reserve a room block at a nearby hotel with easy access to your venue. Many couples who need 20 to 30 rooms reserve spaces at two to three hotels to offer guests a choice of location and room rate. This is especially true if the wedding is at a hotel venue, as the room block can be negotiated as part of the event. When estimating the number of rooms you'll need, you can divide the number of out-of-town guests by two to get the number of households, then multiply that by the percentage of out-of-town guests who will likely book a room (usually around 80%).
However, some local guests may want to spend the night, so you can offer them a room if there are any unfilled bookings to avoid penalty fees. It's also a good idea to consider amenities that your guests might appreciate, such as free parking, an airport shuttle, complimentary WiFi, or an indoor/outdoor pool. Suites can be great for guests with children or those sharing a room.
For a destination wedding, the same principles apply, but there are a few key differences. Destination wedding packages at resorts often include a courtesy room block with no financial obligation to fill the rooms. If your wedding is in an area with lots of accommodations and a large guest list, you may want to offer multiple selections. At a destination wedding, most, if not all, of your guests will need a room, so the number of rooms needed is more predictable.
It's important to reserve your room blocks early, especially if your wedding date coincides with a holiday or local event. You'll also want to consider the number of nights your guests will need to stay and whether the wedding party or immediate family will need rooms. When booking a destination wedding, you may need to request group rate proposals from multiple hotels, which can be time-consuming.
In summary, hotel blocks are an option for local weddings but are crucial for destination weddings, where most guests will be travelling and may need a place to stay for multiple nights.
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Communicating block details to guests
Communicating block details to your guests is an essential step in ensuring that everyone has the information they need to book their rooms easily. Here are some key points to consider when sharing this information:
Details to Include
Provide your guests with comprehensive information about the hotel block, including the hotel name, location, group rate, booking link or code, and any important deadlines. This information can be included on your save-the-dates, RSVP cards, or wedding website.
Tracking Bookings
Stay in close communication with the hotel's block coordinator to keep track of the number of rooms booked by your guests and to receive updates on any changes or cancellations. This is especially important if you have opted for a contracted hotel block, as it will help you address questions and monitor progress towards minimum booking requirements.
Courtesy Blocks
If you have chosen a courtesy block, communicate the release date of the rooms to your guests. Let them know that the rooms will be released to the general public on a specific date if not booked by your guests. This will encourage them to book within a reasonable timeframe.
Multiple Options
If you have secured multiple courtesy room blocks at different hotels, provide your guests with all the relevant information for each option. This allows them to choose based on their budget and preferences, ensuring they have a comfortable stay.
Local vs. Destination Weddings
The way you communicate block details may vary depending on whether your wedding is local or at a far-off destination. For local weddings, consider offering rooms to out-of-town guests first and then filling any unfilled rooms with local guests to avoid overbooking and penalty fees. For destination weddings, most, if not all, guests will likely need a hotel room, making the number of rooms needed more predictable.
Additional Information
When sharing block details, you may also want to include information about transportation options between the hotel and the wedding venue, especially if they are located some distance apart. This can help your guests make informed decisions about their accommodation choices.
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Pros and cons of hotel blocks
Hotel room blocks are a great way to ensure your guests have a comfortable and convenient place to stay after your wedding. They are especially useful if your wedding is in an unfamiliar location or area with limited accommodation options.
Pros of Hotel Blocks
- Guests will have their own space, and you won't have to worry about them crashing in your suite!
- It makes wedding planning and transportation easier, especially if the hotel is close to the wedding venue.
- It can be a more fun experience for your guests, who can mingle and create their own after-party.
- You can pre-negotiate rates, saving your guests time and money.
- It guarantees room availability, especially in high-tourist areas where lodging can book up fast.
- It can be included in the package if you're having a destination wedding at a resort or hotel venue.
Cons of Hotel Blocks
- It can be time-consuming to organise, and there are important details to consider, such as the number of rooms needed and the type of block (courtesy or contract).
- If you choose a contract/attrition block, you may be charged for rooms that are not booked by your guests.
- Some desirable hotels may not offer courtesy blocks.
- You may not get a great rate with a courtesy block, especially if you are not holding the reception at the hotel.
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Frequently asked questions
A hotel room block is a reservation of 10 or more hotel rooms. The hotel will physically "block out" a number of rooms for you and your guests to reserve, usually with a slight discount.
First, 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. For a local wedding, this is likely to be 80%, and for a destination wedding, it's usually 100%. Multiply the number of households by the percentage of out-of-town guests who will book a room to get your final answer.
There are two basic kinds of hotel blocks: contract/attrition blocks and courtesy blocks. With a contract block, you are financially responsible for a certain number of rooms being booked. With a courtesy block, the rooms are simply put on hold until a certain date and are then released for the general public to book.
It's recommended to list your selected hotel on your event website and include inserts with the details in your invitations. You can also provide additional information on how to get to the venue and whether transportation from the hotel will be provided.
