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Booking a block of hotel rooms for your wedding is a great way to ensure your out-of-town guests have a place to stay. It also simplifies the planning process by making wedding logistics like transportation easier. While it's not a requirement, reserving a block of rooms is beneficial for both you and your guests. So, how far in advance should you book? Well, that depends on a few factors. Firstly, consider the time of year and location of your wedding. If your wedding coincides with a seasonal holiday or local event, you'll need to book at least 10 to 12 months in advance. Booking early increases your chances of getting group discounts and ensures you don't miss out on accommodation due to high demand. It's also beneficial to have the rooms booked before sending out your save-the-dates, which is traditionally done eight months before the wedding.
| Characteristics | Values |
|---|---|
| Number of rooms | 10 is the standard block size, but this can vary from hotel to hotel. The number of rooms depends on the guest list. |
| When to reserve | ASAP. Some sources suggest 10-12 months in advance, others suggest 3-8 months. |
| Location | The best option is to get blocks at hotels that are as close to the venue as possible. |
| Type | The most common types of hotel blocks include Closed and Open. |
| Deposit | Some venues might require a deposit, which is typically 10% to 50% of the total room cost. |
| Attrition rate | If you reserve a number of rooms well above the hotel's allotted block size, the hotel may ask you to sign off on an attrition rate, making you financially responsible for any rooms up to a certain percentage. |
| Courtesy hold | A courtesy hold means that a hotel will hold the rooms for your expected number of guests until a certain date, at which point any unbooked rooms will be released. |
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What You'll Learn
- Reserve rooms 10-12 months in advance if coinciding with a holiday or local event
- Reserve rooms 3-8 months in advance for a wedding in your hometown
- Hotels may require a deposit of 10-50% of the total room cost
- You may be charged for unbooked rooms if you don't fill 80% of the contracted rooms
- Include hotel block info on your save-the-dates, wedding invitations, and website
Reserve rooms 10-12 months in advance if coinciding with a holiday or local event
Reserving rooms for your wedding guests is a crucial part of the planning process. It is beneficial to book rooms before sending out save-the-dates, traditionally done eight months before the wedding, so that guests can consider their travel arrangements. If your wedding date happens to coincide with a holiday, local event, or convention, it is advisable to reserve your room blocks at least 10 to 12 months in advance.
When reserving rooms, it is important to consider the time of year and location of your wedding. For example, if you plan a summer wedding in a popular tourist destination, you will want to secure room blocks as soon as possible. On the other hand, if you're having a winter wedding in your hometown, you may be able to wait until six months before the wedding to reserve rooms.
It is also worth noting that room rates may fluctuate based on local events, such as sports games. Hotels will often provide a discounted rate for a block of rooms, usually requiring a minimum of 10 rooms to qualify for the discount. To get the best rates, it is recommended to reserve rooms a year in advance, but three to eight months beforehand should suffice if you are unable to do so.
When reserving rooms, consider joining the hotel's reward program to take advantage of any bonus points or other perks they may offer. Additionally, be sure to review the contract carefully and understand any financial penalties associated with cancellations or unreserved rooms. By reserving rooms 10-12 months in advance for weddings coinciding with holidays or local events, you can ensure that your guests have ample time to plan their travel arrangements and secure comfortable accommodations.
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Reserve rooms 3-8 months in advance for a wedding in your hometown
Reserving a block of hotel rooms for your wedding guests is a considerate gesture, especially if your wedding is at a local site and most of your guests are from out of town. It simplifies the process for you and your guests, as you won't have to worry about where everyone is staying or how to set up transportation. It also allows your guests to stay in the same accommodation, which can be fun for them as they may want to mingle and create their own after-party.
The best time to reserve rooms for a wedding in your hometown is between three and eight months in advance. This will give you a good range of options, and you can benefit from potential discounts on room rates. Reserving rooms in advance will also allow you to include the accommodation details on your wedding website, save-the-date cards, and invitations. It is beneficial to give this information to your guests early on so they can plan their travel arrangements.
When deciding on the number of rooms, consider how many people are travelling in from out of town. As most guests travel in couples or share rooms with friends, you will need about half the number of rooms for the total number of guests. For example, if you have a 200-person guest list with 50-60% of guests travelling, you will want to hold space for about 120 guests, which equates to 60 rooms.
Once you have decided on the number of rooms, you can start contacting hotels. It is recommended to limit your options to two or three hotels and give them a call to ask any questions. Try to choose hotels that are close to your venue to make transportation easier for your guests. When you have found a block of rooms that works for your wedding, you will likely need to sign a contract to finalise the booking. Be sure to read the contract carefully and understand the terms and conditions, including any financial penalties for cancellations.
To reserve a block of rooms, you may need to pay a deposit, which is typically 10-50% of the total room cost. Some hotels may also ask you to sign off on an attrition rate, which means you will be financially responsible for any rooms up to a certain percentage that don't fill. You can ask the hotel for a courtesy hold, where they will hold the rooms for your expected number of guests until a certain date, after which any unbooked rooms will be released without a penalty.
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Hotels may require a deposit of 10-50% of the total room cost
Reserving a block of hotel rooms for out-of-town wedding guests is a considerate gesture. Guests will enjoy discounted room rates and the convenience of staying in one location. However, many couples hesitate when they learn that they may be required to pay a deposit. This deposit is usually due one month after blocking the rooms and may be refunded if a certain percentage of rooms are booked by one month before the wedding.
While most couples can and should be able to block rooms without a deposit by asking for a courtesy room block, some hotels do require a deposit of 10-50% of the total room cost. This is known as a contracted room block, which means that negotiated terms must be met. These terms include a deposit, cancellation policy, minimum bookings, and more. For example, if you're blocking 40 rooms at $100 each, the total cost of the rooms would be $4000. If the required deposit was 30%, the couple would have to pay $1200 upfront.
It's important to note that the bride's family traditionally pays for the wedding party's accommodations, so any hotel room block fees will fall to them. If you're concerned about the financial burden, consider asking for a courtesy room block or shopping around for hotels that don't require a deposit. You can also try to negotiate with the hotel by letting them know that you're considering other options that don't require a deposit.
When reviewing the contract terms for a hotel room block, be sure to understand the conditions under which you can cancel rooms and any financial penalties associated with cancellation. Additionally, clarify the amount of money you need to pay, if any, and the terms for getting your deposit back.
Overall, while some hotels may require a deposit of 10-50% of the total room cost for a wedding room block, there are alternative options available, such as courtesy room blocks or negotiating with the hotel. Be sure to carefully review the contract terms and consider the financial responsibilities before finalizing your booking.
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You may be charged for unbooked rooms if you don't fill 80% of the contracted rooms
Reserving a block of hotel rooms for your wedding guests is a great way to ensure that those coming from out of town have a place to stay. It also simplifies the planning process for you, as you don't have to worry about where everyone is staying or how to set up transportation. However, when reserving a block of rooms, it is important to be aware of the financial obligations that come with it.
When you sign a contract to finalize the booking, you may come across the term "hotel attrition rate". This refers to the percentage of rooms in your contracted block that you are required to fill. Typically, this falls between 70% and 90%. For example, if you have contracted 20 rooms for 2 nights, and the attrition rate is 80%, your group would need to fill 32 room nights (20 rooms x 2 nights x 80%). If you don't meet this threshold, you may be charged for the unbooked rooms.
To avoid unexpected charges, it is crucial to carefully review the contract terms before signing. Look out for clauses related to cancellation policies and financial penalties, as well as the attrition rate. If you are unsure about any part of the contract, don't hesitate to ask the hotel for clarification. It is also a good idea to consider the time of year and location of your wedding. If you are getting married during a busy season or in a popular destination, you will want to reserve your room blocks as early as possible to secure the best options.
While reserving a block of rooms can be a convenient option, it is important to keep in mind that you may be financially responsible for any unbooked rooms if you don't meet the contracted attrition rate. To minimize the risk of incurring charges, try to be conservative in your estimates and only reserve the number of rooms you are confident your guests will fill. By carefully reviewing the contract and planning according to the season and location, you can ensure a smooth experience for your guests without unexpected costs.
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Include hotel block info on your save-the-dates, wedding invitations, and website
When it comes to sharing hotel block information with your guests, it's a good idea to include these details at every opportunity. This means including hotel block info on your save-the-dates, wedding invitations, and wedding website.
Save-the-dates
It's becoming increasingly common to include a wedding website on your save-the-date cards. This is a great place to include hotel block information, especially if you have guests who are keen to get their travel plans underway. You can include the hotel block link on your wedding website, and then include the web address on your save-the-date cards. This way, your guests have the option to access the information if they need it, but you're not overwhelming them with details.
Wedding Invitations
It's a good idea to include hotel block information on a separate insert with your wedding invitations. This gives the information the attention it deserves, and ensures that your guests have all the details they need to make their bookings. The insert should match the motif of your invitations, and include a simple, short-and-sweet message. For 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 [your last names] wedding in order to receive a discounted rate. Please call [hotel's phone number] to make your reservation."
Wedding Website
Your wedding website is the perfect place to include hotel block information. You can include all the necessary details, and update the information as and when you need to. It's a good idea to include the web address on your save-the-date cards and wedding invitations, so guests know where to look for travel and accommodation information. You can also include other details on your wedding website, such as transportation information, contact details, and any updates or changes to your hotel block information.
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Frequently asked questions
It's best to reserve a block of hotel rooms as soon as possible. Couples usually get the best rates when they reserve rooms a year in advance, but you should reserve your rooms at least three to eight months before the wedding. If your wedding date coincides with a holiday, local event, or convention, you should reserve your room blocks at least 10 to 12 months in advance.
The number of rooms you reserve depends on your guest list. If 50% of your guest list is travelling, try to match that percentage. As most guests travel in couples or share a room with friends, you’ll want about half the number of rooms for the total number of guests who will need one, plus a few extra.
Reserving a block of hotel rooms simplifies the wedding planning process. It ensures that guests have a place to stay near your wedding activities, especially the reception, and allows everyone to stay in the same hotel. It also makes transportation easier.
Most hotels will give you a unique web link or code to share with your guests so they can book and pay for their rooms. You can include this information on your save-the-dates, wedding invitations, and wedding website.
