Lyla Dejesus
Booking hotel blocks for weddings is crucial, especially for destination weddings or if a large number of guests are coming from out of town. It is recommended to book hotel blocks as early as possible, ideally a year in advance, to secure the desired location and take advantage of discounted group rates. Booking early also ensures that guests have the necessary information for their travel arrangements and financial planning. However, some hotels may not provide information on room blocks until closer to the wedding date, and seasonal or touristy locations may fill up faster, impacting availability. It is beneficial to offer hotel blocks at two to three hotels with different price ranges to give guests a choice and secure enough rooms.
| Characteristics | Values |
|---|---|
| How far in advance to book | ASAP, at least 4-12 months in advance |
| Number of rooms | Depends on the number of out-of-town guests |
| Number of hotels | 2-3 |
| Location | Near the wedding venue |
| Price range | Different price ranges |
| Group rates | Yes |
| Deposit | Not common but some venues might require it |
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What You'll Learn
Booking early: advantages and disadvantages
Booking early can be beneficial for securing your desired wedding venue and accommodation for your guests. By planning ahead, you can ensure that your chosen hotels are available and able to accommodate your specific requirements, especially if you have a large number of guests or specific room requests. Booking early also allows you to include hotel information in your save-the-date cards, making it convenient for your guests to plan their travel arrangements. Additionally, early booking may provide you with more options and flexibility in choosing hotels that offer wedding packages, concessions, and discounts, potentially saving you money.
However, there can be disadvantages to booking too far in advance. Some hotels may not provide information or allow bookings beyond a certain timeframe, usually around 50 weeks to a year. There is also a risk that your plans or guest list may change, leading to unnecessary complications and financial penalties if you have to modify or cancel your reservations. Furthermore, booking early may limit your negotiation power regarding room rates and other concessions, as hotels may be less inclined to offer discounts or special perks for bookings made too far in advance.
Another consideration is the potential lack of urgency among your guests. If you book and inform your guests about the accommodation too early, they might delay making their own reservations, assuming there is ample time. This could result in a situation where rooms are not booked or released back into the general inventory in a timely manner, causing issues for other guests or the hotel's regular customers. Therefore, it is essential to communicate clear expectations and deadlines to your guests to avoid such problems.
Lastly, booking early may restrict your flexibility in choosing a venue, especially if you are still exploring different options or have not finalised your guest list. By committing too early, you may miss out on other potential venues that could better suit your evolving plans or preferences. Therefore, it is beneficial to have a clear understanding of your requirements and guest list before finalising any bookings.
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How to get the best rates
Booking hotel blocks for weddings is a considerate gesture for your guests, especially for those travelling from out of town. Here are some tips on how to get the best rates:
Timing is Key
It is advisable to book your hotel room blocks as soon as you have confirmed your wedding date and venue. This will help you secure the lowest rates for your guests and allow them to make travel plans early. If your wedding date coincides with a holiday, local event, or convention, it is recommended to reserve your room blocks at least 10 to 12 months in advance to avoid limited availability and increased rates.
Shop Around and Compare
Before confirming a hotel, it is beneficial to compare rates and inclusions across different hotels. Websites like hotelplanner.com can assist with this process by sending your requirements to multiple hotels and gathering their responses. This will help you understand the market rate and any potential for negotiation.
Understand the Contract
When reviewing the contract, pay close attention to the cancellation policy, deposit requirements, and any hidden costs such as resort fees. Be mindful of the attrition rate, which refers to the percentage of rooms that need to be filled to avoid penalty fees. A target percentage of unbooked rooms allowed is typically between 10-20%.
Negotiate and Ask for Concessions
Don't be afraid to negotiate with the hotel. If you are choosing between two hotel blocks, consider asking the salesperson if they can offer a better rate or additional rooms. Inquire about deals for the wedding couple, such as a complimentary room on the wedding night. Additionally, ask about discounted rates for auxiliary events like a brunch or after-party held at the hotel.
Consider Multiple Blocks at Different Hotels
If you have a large number of out-of-town guests, consider booking room blocks at two or three hotels. This can provide a range of price points for your guests and increase the likelihood of availability.
Utilize an Account Representative
When booking through a platform like HotelPlanner.com, you will be assigned an account representative who can help ensure you get the best deals and navigate the reservation process. They can assist in identifying potential hidden costs and ensuring a smooth booking experience.
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How many rooms to book
When it comes to deciding how many rooms to book for your wedding, there are a few things to consider. Firstly, you'll want to think about the number of guests who will be travelling from out of town and will likely need accommodation. It's also worth considering that some local guests may prefer to stay the night rather than drive home after the wedding.
To calculate the number of rooms needed, you can make a list of all out-of-town guests and separate them into families, couples, and singles. From there, you can estimate how many rooms each group will need. For example, a family of four may only need one room, while a divorced couple may require two rooms.
Another factor to consider is the availability of other accommodations in the area. If there are limited options, you may want to book more rooms to ensure your guests have somewhere to stay. On the other hand, if there are plenty of hotels or alternative options like Airbnbs, your guests may not all choose to stay in the blocked rooms.
It's also important to research whether there are any large events or conventions happening at the same time as your wedding. If so, you may need to book more rooms to accommodate your guests and encourage them to reserve their rooms early to take advantage of the discounted group rates.
In terms of specific numbers, a courtesy room block typically sets aside 10-20 rooms, and you can add more once those are filled. If you need more than 20 rooms, you may need to provide a deposit and agree to certain terms, such as a minimum number of bookings.
It's worth noting that some hotels may only allow you to reserve 10 rooms at a time, so be sure to inquire about the hotel's policies and any concessions or perks they offer for large groups.
Overall, the number of rooms you book will depend on your unique circumstances, including the number of out-of-town guests, the availability of other accommodations, and the presence of any competing events.
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How to choose the right hotel
Booking a hotel block for your wedding guests is a considerate gesture for your loved ones, especially if you have a lot of out-of-town guests or are planning a destination wedding. It is recommended to start looking for hotel blocks around a year in advance, as hotels tend to only reserve room blocks for a certain period.
When choosing the right hotel for your wedding guests, there are several factors to consider:
- Location: The closer the hotel is to the wedding venue, the better. This will make it more convenient for your guests to get to your wedding, and they won't have to worry about calling taxis or driving. If the closest hotels are not that close, consider providing transportation for your guests to and from the wedding.
- Number of Rooms: Figure out how many people are travelling from out of town and will need a place to stay. Most hotels offer a minimum of 10 rooms and as many as 30 rooms for room blocks. If you have a large number of guests, you may need to reserve blocks at multiple hotels.
- Price: Not all wedding guests' budgets are the same, so it is important to choose hotels with different price ranges. This will ensure that your guests are comfortable with the hotel rate they are paying.
- Amenities: Consider what amenities are "must-haves" for you and your guests, such as cable TV, internet access, and parking. Other amenities like a swimming pool, beach access, a fitness centre, and room service may be nice to have but are not essential.
- Deals and Perks: Inquire about deals for the wedding couple, such as a complimentary room on the wedding night. Also, ask about discounted rates for auxiliary events held at the hotel, such as a brunch or rehearsal dinner. Some hotels offer concessions or special perks if a certain percentage of rooms are booked within the block.
- Privacy: If you are not reserving the entire hotel, there may be other guests staying there who are not part of your wedding party. This may be a concern if you plan to take photos or have events in any common spaces. However, your ceremony and reception spaces will still be private and secure.
- Catering: If you are looking for a convenient option, consider a hotel with on-site catering so you don't have to worry about finding your own catering service.
- Space: Does the hotel have enough space for your guest list? Many hotels offer multiple event spaces or ballrooms to choose from, depending on the size of your wedding.
Remember to provide your guests with all the information they need to book their rooms, including any deadlines for the group discount. You can include this information on your wedding website or send it via email.
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How to include hotel information in your invites
When it comes to booking hotel blocks for your wedding, it's generally recommended to do so as early as possible, especially if you have a large number of guests travelling from out of town or you're planning a destination wedding. Some sources suggest booking a year in advance, while others recommend doing it as soon as you've set the date and reserved your wedding venue. This is to ensure that you secure the rooms, as hotels can get fully booked, especially during peak seasons or when there are other events happening in the same city.
Now, for including hotel information in your wedding invites, here are some detailed suggestions:
Timing:
It is recommended to send out your wedding invitations about 4-5 months before the big day. Sending them out too early runs the risk of people losing them or forgetting about them. If you have already booked your hotel blocks before sending out your invites, you can include the hotel information as a separate insert or accommodation card. This way, it stands out and your guests have all the necessary details.
Wording and Content:
Keep the wording on the accommodation card concise and straightforward, providing essential information without overwhelming your guests with too many details. Here's an example:
> "For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [bride/groom's last names] wedding to receive a discounted rate. Please call [hotel's phone number] to book your room."
You can also include a sentence or two about any special perks or concessions, such as a complimentary room for the couple or discounted rates for auxiliary events. For example:
> "Please ask the hotel about any special perks for our wedding party, such as an upgraded suite for the parents of the bride and groom."
Format and Design:
The accommodation card should ideally be separate from other inserts like reply, directions, or reception cards. It should match the motif and overall design of your wedding invitations to maintain a cohesive look.
Online Information:
In addition to the physical invitation suite, consider including a wedding website link on the accommodation card. This allows guests to easily access more detailed and up-to-date information about travel and accommodations. Be sure to keep your wedding website updated throughout the planning process, including any changes or deadlines regarding hotel bookings.
Other Transportation Details:
If you're providing a shuttle service or have arranged specific transportation for guests between the hotel and the wedding venue, be sure to include this information on the accommodation card or your wedding website.
By following these suggestions, you'll be able to effectively communicate hotel information to your wedding guests, ensuring they have a smooth and enjoyable experience.
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Frequently asked questions
It is recommended to book a hotel block for your wedding as soon as possible, especially if your wedding date coincides with a seasonal holiday, local event or convention. Booking early increases your chances of getting discounted group rates and ensures that hotels near your wedding venue are not sold out.
Booking early can help you lock in this year's room rates for next year's wedding. Group rates are around 22% less than regular room rates, so booking early can result in significant savings.
The number of rooms you book depends on your guest list. Figure out how many people are travelling from out of town and will need a place to stay. You can also reserve a few extra rooms for local guests who may not want to drive home after the wedding.
It is recommended to reserve hotel rooms at two to three hotels to give your guests a choice of location and room rate.
You may want to inquire about deals for you and your spouse, such as a complimentary room on your wedding night. You can also ask about discounted rates for auxiliary events held at the hotel, such as a brunch or reception.
