Deborah Chan
When it comes to wedding planning, one of the most important considerations is accommodating your guests. This includes ensuring they have a comfortable and convenient place to stay. While it may seem daunting, booking a block of hotel rooms for your wedding guests is a great way to simplify the process and ensure your guests are taken care of. In this paragraph, we will explore the key factors to consider when deciding on the number of hotel rooms to block for your wedding.
How many hotel rooms should I block for my wedding?
| Characteristics | Values |
|---|---|
| Number of rooms | The smallest block is typically 10 rooms. Some sources suggest that if you need less than 20 rooms per night, you should get a courtesy room block, where the hotel sets aside 10-20 rooms and you can add more once they're reserved. If you need more than 20 rooms per night, you can do a rough estimate by dividing the number of out-of-town guests by two to get the number of households, then multiplying that number by 60-80% to get your estimate. |
| Type of block | There are two main types of blocks: courtesy blocks and contracted blocks. Courtesy blocks do not require a contract and the couple is not financially obligated to fill the rooms. Contracted blocks involve negotiated terms such as deposits and cancellation policies. |
| Location | The hotel should be in close proximity to the venue (ideally within 15-20 minutes in a city). It's also important to consider the surrounding area and whether there are any large events or conventions occurring at the same time. |
| Timing | Couples typically reserve hotel room blocks about 3-8 months before the wedding. The block usually opens one year prior to the wedding date and closes about 30 days out. |
| Cost | Group rates can be 15-40% lower than individual bookings. |
| Other considerations | It's important to consider the number of nights guests will need to stay and whether any wedding party or immediate family members will need a room. It's also a good idea to check if any guests will need adjoining rooms or if any divorced couples will need separate rooms. |
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What You'll Learn
Advantages of reserving a block of rooms
Reserving a block of rooms for your wedding guests is a welcoming gesture, especially for those travelling long distances to attend your celebration. It also has benefits for you, the happy couple, too. Here are some advantages of reserving a block of rooms:
Firstly, reserving a block of rooms can make wedding planning and transportation easier. It ensures your guests have a place to stay near your event, often in the same hotel as the wedding party, making travel to and from the wedding simple. It also means your guests don't have to worry about nearby rooms being booked up before they have a chance to find accommodation.
Secondly, reserving a block of rooms can offer better rates for you and your guests. A room block is a group of rooms at a hotel that has been set aside for an event at a pre-negotiated group rate. The room cost is covered by the guest, but they benefit from the savings a group rate provides. It can also come with other bonuses and perks, such as a complimentary room or upgrade for the couple.
Thirdly, reserving a block of rooms can be a more fun experience for your guests, who may want to mingle and create their own after-party. It allows guests to stay in the same accommodation, giving them their own space while also offering a chance for them to socialise.
Finally, reserving a block of rooms can be a straightforward process. Many hotels make it as easy as possible to reserve rooms for guests, and it can be a more efficient experience if you prepare in advance.
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How to calculate the number of rooms
Booking a block of hotel rooms for your wedding guests is a great way to ensure they have a comfortable stay and can mingle with one another. It also simplifies the planning process for you, as you won't have to worry about guests being scattered across various locations.
To calculate the number of rooms you need to block, start by figuring out how many people are travelling from out of town and will need a hotel room. Consider whether any local guests would prefer to stay at the hotel too, rather than driving home after the wedding.
Next, divide the number of out-of-town couples by two to get the number of households. Then, multiply that number by 60-80% to get your final estimate of how many hotel rooms you'll need. For example, if you have 50 couples travelling from out of town, divide that by two to get 25, and then multiply by 80% to get a final estimate of 20 rooms.
If you need to block less than 20 rooms per night, a courtesy room block is a good option. This is where the hotel sets aside 10-20 rooms with no financial obligation on your part for any unused rooms. If you need more than 20 rooms, you can do a rough estimate or a more accurate calculation.
Remember to book your room block early, ideally 3-8 months before the wedding, to secure the best rates and ensure availability.
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Courtesy vs. contracted room blocks
When it comes to wedding planning, one important aspect is ensuring that your out-of-town guests have suitable accommodation. Booking a block of hotel rooms is a convenient way to achieve this, offering your guests a place to stay and making wedding planning and transportation easier.
Courtesy Room Block
A courtesy room block is a type of reservation where the hotel sets aside a certain number of rooms for your guests, typically around 10-20 rooms. There is no financial obligation to fill these rooms, and if they are not all booked, they will be released to the general public about a month before the event. This option is ideal for couples who don't want to be responsible for any unsold rooms and don't need to reserve more than 20 rooms per night.
Contracted Room Block
A contracted room block, on the other hand, requires a financial commitment from the couple. Negotiated terms must be met, which may include a deposit, cancellation policy, and minimum bookings. While the room rate may be cheaper than a courtesy block, the couple will be held responsible for any unbooked rooms and will be charged. This option is less appealing to most couples due to the potential financial risk.
When deciding how many rooms to block, consider the number of out-of-town guests, the number of households, and the percentage likely to book a room. For example, for a local wedding, you can estimate that 80% of out-of-town guests will book a room, while for a destination wedding, this may be closer to 100%.
Additionally, consider the number of rooms needed per household and any specific requirements, such as adjoining rooms for families or separate rooms for divorced couples. Don't forget to factor in rooms for your wedding party and immediate family, as well as any VIPs whose accommodations may be covered by the bride's family.
In summary, a courtesy room block offers flexibility and peace of mind, while a contracted room block may provide a cheaper rate but comes with the risk of financial penalties for unbooked rooms.
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When to book
Booking a block of hotel rooms for your wedding guests is a great way to ensure they have a comfortable and convenient stay. It also simplifies the planning process for you and makes transportation easier.
It is recommended to book your hotel room block as early as possible, at least six to eight months before the wedding date. This will give you a better chance of securing your preferred hotel and ensuring your guests can make their travel plans early. Booking early will also help you secure the lowest rates possible for your guests.
The room block should be finalised and shared with your guests at least 30 days before the wedding. This is the typical cut-off date, after which unreserved rooms will be released for sale to the general public. Some hotels may offer a longer cut-off period of 60 days. If you anticipate high demand, you may want to hold onto the rooms even after the cut-off date, but this will require careful consideration of your attrition clause.
When deciding on the number of rooms, it's essential to assess your guest list and the number of out-of-town guests who will likely need accommodation. You can estimate the number of rooms by dividing the number of out-of-town guests by two (assuming couples sharing a room) and then multiplying by 60-80% to account for those who may opt for other arrangements.
If you need less than 20 rooms, a courtesy block is a good option. This type of block doesn't require a contract, and you won't be held responsible for unused rooms. However, if you need more than 20 rooms, you should consider a contracted block, which offers more rooms but may come with terms like deposits and minimum booking requirements.
Remember to research any large events or conventions happening in the area during your wedding, as this can impact hotel availability and rates.
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How to book
Booking a hotel room block is a great way to ensure your wedding guests have a comfortable and convenient stay. Here is a step-by-step guide on how to book a hotel room block for your wedding:
- Determine the number of rooms: Consider how many of your guests will need accommodation. Calculate the number of out-of-town guests, keeping in mind that some local guests may also prefer to stay at the hotel. For a local wedding, you can estimate that around 80% of out-of-town guests will book a room. For a destination wedding, you can assume that most guests will need accommodation.
- Choose the type of room block: There are two main types of room blocks: courtesy and contracted. A courtesy room block means the hotel sets aside 10-20 rooms with no financial obligation on your part if they are not filled. A contracted room block involves negotiated terms such as minimum bookings, deposits, and cancellation policies.
- Select the hotel(s): Narrow down your options to a few hotels that are in close proximity to your wedding venue. If you are planning a destination wedding at a resort, you may want to choose the wedding venue's hotel for convenience.
- Contact the hotels: Reach out to your selected hotels 3-8 months in advance, or even earlier if possible. Ask for the venue manager and provide them with your dates, the estimated number of rooms needed, and any special requests. Be prepared to negotiate to get the best rates and upgrades.
- Finalise the details: Go over the contract carefully, paying close attention to the attrition rate, cancellation policy, and cut-off date. The cut-off date is usually set at 30-60 days before the wedding, after which unbooked rooms are released. If possible, negotiate a no-penalty cancellation clause or ensure you can cancel without fees before the cut-off date.
- Share the information: Once the room block is secured, share the details with your guests through your wedding website, email, social media, or save-the-date cards. Provide a link for online booking and encourage early bookings to ensure your guests can take advantage of the reserved rooms and rates.
Remember, the booking process may vary slightly depending on the hotel and your specific needs. It is always a good idea to book early and be flexible, as demand and rates can fluctuate.
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Frequently asked questions
First, figure out how many people are travelling from out of town. Then, divide that number by two to get the number of households. Next, multiply that number by the percentage of out-of-town guests likely to book a room. This will give you an estimate of how many rooms to block.
A courtesy room block is when a hotel sets aside 10 or fewer rooms for guests. Once these rooms are reserved, you can add more. You are not financially responsible for any unused rooms and there is no deposit required.
A contracted room block means negotiated terms must be met, such as a deposit, cancellation policy, minimum bookings and more.
It's recommended to book a room block as soon as you've locked in your wedding date and venue, at least six to eight months in advance.
Once you've secured your room block, share the information with your guests through your wedding website, email, social media, save-the-date cards, or paper invitations.
