George Boyle
Planning a wedding can be stressful, especially when it comes to finding accommodation for your guests. A hotel room block is a set of hotel rooms set aside for a group at an agreed-upon rate. This is a great option for couples who want to ensure their guests have a convenient and discounted place to stay, especially for those travelling from out of town. In this paragraph, we will discuss how to block off rooms at a hotel for your wedding reception and offer tips on how to secure the best rates and perks for your guests.
| Characteristics | Values |
|---|---|
| When to book | 3-8 months ahead of the wedding |
| Number of rooms | Depends on the number of guests, their preferences, and the hotel's capacity. The smallest block is 10 rooms. |
| Number of hotels | 2-3 hotels to offer guests a choice of location and room rate |
| Type of room block | Contracted or courtesy. Courtesy room blocks are more common in small markets in the US. |
| Attrition rate | The couple may be financially responsible for any rooms up to a certain percentage of the block that isn't filled. Attrition rates are typically around 80%. |
| Perks | Upgraded suites, ability to book a suite at a standard room rate, complimentary private events, discounts, etc. |
| Cut-off dates | 21-60 days prior to guests' arrival |
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What You'll Learn
When to book
Booking a hotel room block is a considerate gesture for your guests, especially for those travelling from out of town. It's a good idea to reserve a room block at a hotel near your venue, with easy access and, if possible, a discounted rate.
The best time to start booking or reserving room blocks is 3-8 months ahead of your event. This gives you and your guests enough time to decide, plan, and get excited. It's also a good idea to check for any large events in the area that may increase hotel prices and affect room availability.
If you're planning a destination wedding, it's crucial to set up a room block contract for your guests. You'll want to reserve a room block at the same resort or hotel where you'll be tying the knot. This is usually included in destination wedding packages.
For local weddings, it's still a nice gesture to book a hotel room block for out-of-town guests. You may want to reserve spaces at two to three hotels to offer a choice of location and rate.
When estimating the number of rooms to block, you don't need to know the exact amount. A rough estimate, or even a slight overestimate, will do. You can calculate this by dividing the number of attending guests by two to estimate the number of households and then multiplying that number by the percentage of guests you expect to book a room.
Remember to consider the check-in time of the hotels to ensure it doesn't conflict with your wedding start time, and don't forget to include all the relevant information on your wedding website.
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How many rooms to block off
When determining how many rooms to block off for a wedding reception, there are several factors to consider. Firstly, the number of guests expected to attend the wedding and the proportion of those who are from out of town will influence the number of rooms required. For example, if you are inviting 200 people and anticipate 60% of them to be out-of-town guests who will book a room, you can estimate the number of rooms needed by dividing the number of out-of-town guests by two to get the number of households, and then multiplying that by the expected percentage of guests booking a room. In this case, you would need approximately 60 rooms.
Another factor to consider is the location of the wedding and the availability of nearby accommodations. If there are limited hotels in the area, you may need to reserve rooms at multiple hotels to ensure there is sufficient accommodation for your guests. On the other hand, if there are plenty of accommodations options, you can offer your guests a choice of locations and price points. This is especially important if you are having a destination wedding or have a large number of out-of-town guests. In these cases, it is common to reserve rooms at two to three hotels.
It is also important to consider the preferences and budgets of your guests. Some guests may prefer to stay at a cheaper hotel or opt for alternative accommodations such as Airbnb or VRBO. Others may want to stay at a nicer hotel or even at the wedding venue itself if it offers accommodations. By offering a range of options, you can cater to different preferences and budgets.
Additionally, it is worth thinking about whether you want to offer any special perks or concessions to your guests. Some hotels may offer discounts, upgraded suites, or other perks if a certain number of rooms are booked within the block. This can be a great way to enhance your guests' experience and create a more exclusive feel to the wedding.
Finally, it is important to consider the financial implications of blocking off rooms. In some cases, you may be financially responsible for any rooms that are not filled, so it is essential to read the contract carefully and understand the attrition rate. Courtesy blocks, on the other hand, typically do not require a financial obligation on your part, even if there are unfilled rooms.
In conclusion, the number of rooms to block off for a wedding reception will depend on various factors, including the number of guests, their travel distances, the availability of local accommodations, and your guests' preferences and budgets. By considering these factors and planning ahead, you can ensure that you have sufficient and suitable accommodations for your guests, enhancing their overall wedding experience.
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Courtesy vs. contracted room blocks
Courtesy room blocks and contracted room blocks are two options for accommodating your wedding guests. Here is a detailed comparison of the two:
Courtesy Room Blocks:
A courtesy room block means you have no financial obligation to fill the rooms. In other words, you don't have to pay for any rooms that are not booked by your guests. This option is ideal if you are unsure how many guests will need accommodation. The hotel reserves a certain number of rooms for your guests, and these rooms are typically held until about a month before your wedding. If all the courtesy-booked rooms are filled, you may be able to request another courtesy block, but the rates may be different. Courtesy blocks typically do not require a contract or upfront payment, but some hotels may ask for payment information if there is an attrition rate involved.
Contracted Room Blocks:
A contracted room block involves negotiating terms with the hotel, such as a deposit, cancellation policy, and minimum bookings. While this option may offer cheaper room rates than courtesy blocks, you are responsible for any rooms that are not booked. This means that if you book a block of rooms and some remain unbooked, you will be charged for those rooms. Contracted blocks usually require a contract and may involve financial penalties if the terms are not met.
When deciding between courtesy and contracted room blocks, consider the number of out-of-town guests you expect and their accommodation preferences. Courtesy blocks offer more flexibility, while contracted blocks may provide greater certainty and potentially lower rates. It is also important to compare rates and policies at different hotels to find the best option for your guests.
Additionally, some venues with accommodations may offer discounted room rates for your guests, so it is worth inquiring about this before reserving blocks at other hotels. When reserving room blocks, be sure to provide the hotel with the expected dates of your guests' stay and any special requests, such as transportation to and from the airport.
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How to get the best deal
Blocking off rooms for your wedding guests is a nice gesture, especially for those travelling from out of town. It can also help you save money and ensure that your guests are surrounded by other guests, enhancing the wedding experience. Here are some tips on how to get the best deal when blocking off rooms:
Start planning early
The earlier you start planning, the better your options will be. It is recommended to reserve your room blocks at least 10 to 12 months in advance, especially if your wedding date coincides with a seasonal holiday or local event. This will also allow your guests to know where to stay as soon as they receive your save-the-date.
Determine the number of rooms
Estimate the number of households that will need accommodations by dividing the number of attending guests by two. Then, consider the percentage of your out-of-town guests who are likely to book a room. For a local wedding, you can expect around 80% of guests to book a room, while for a destination wedding, this number increases to 100%. If you are unsure, it is better to overestimate and release rooms later as guests respond to your save-the-dates and invitations.
Choose the right hotels
Select two or three hotels that offer rooms at different price points to cater to the preferences and budgets of your guests. If your wedding venue is a hotel, you can negotiate a room block as part of your event. Otherwise, call each hotel to discuss your needs and any special requests, such as transportation to and from the airport. Ask about their policies on courtesy room blocks, contracted room blocks, and attrition rates.
Negotiate rates and perks
When negotiating rates, be open with the salesperson and don't be afraid to ask for more. Inquire about potential discounts for larger groups and whether they can add rooms to the block or drop the rate. Ask about any special concessions or perks they can offer based on the number of rooms booked within the block. These perks could include an upgraded suite for the couple or their parents, a complimentary suite for the wedding night, or discounted rates for auxiliary events held at the hotel.
Use online tools
Utilize online tools such as HotelPlanner.com, where hotels in the area can bid on your hotel block. These websites can provide valuable information, such as whether you will be responsible for unbooked rooms and any special features or deals they can offer. They can also help you manage the reservation process and track your guests' confirmations.
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How to inform guests
Once you've decided on the hotel and the number of rooms, it's time to let your guests know. The best time to start booking or reserving room blocks is 3-8 months before the wedding. This gives you and your guests enough time to decide and plan.
You can inform your guests about the room block details in several ways:
- Wedding Website: Create a custom wedding website that includes all the relevant information about the wedding, including accommodation options. You can add a page or section dedicated to hotel room blocks, listing the hotels' names, locations, and the number of rooms blocked off. Provide contact information or a direct link to the hotel's website or reservation page.
- Direct Communication: Send out emails, texts, or even physical invitations to your guests, informing them about the room blocks. Include all the necessary details, such as the hotel's name, location, room rates, and any special instructions for booking. You can also use this opportunity to ask guests to confirm their attendance and room preferences.
- Word of Mouth: Don't underestimate the power of good old-fashioned word of mouth. Spread the word through close friends and family members who are in touch with other guests. They can personally inform other guests about the room block details and even encourage them to book early.
- Social Media: Create a dedicated Facebook group or event page for your wedding, where you can post updates and information, including accommodation options. You can also use Instagram, WhatsApp, or other social media platforms to send direct messages to your guests with the hotel details.
- Wedding Invitations: If you're sending out physical wedding invitations, include a separate card or insert with accommodation information. List the hotels where you've blocked off rooms, along with their contact details and any relevant booking codes or instructions.
Remember to provide clear and concise information, including the hotel's name, address, contact information, room rates, and any special instructions for booking. You may also want to include a deadline for booking, as hotels usually have cut-off dates for group rates. Additionally, consider any special requests you've made to the hotel, such as welcome bags or transportation arrangements, and inform your guests about these perks.
By using a combination of these methods, you can effectively inform your guests about the blocked-off rooms at your wedding reception and ensure they have a comfortable and enjoyable stay.
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Frequently asked questions
A hotel block is a set of hotel rooms that have been set aside for a group at an agreed-upon rate. This is a considerate gesture for out-of-town guests, offering them a convenient and
The number of rooms you block off will depend on the number of out-of-town guests and the size of your guest list. For example, for a 200-person wedding with 140 out-of-town guests, you can expect 60% to book a room. So, 140 divided by 2 is 70 households, multiplied by 60% gives an estimate of 42 rooms.
The best time to start booking or reserving room blocks is 3-8 months ahead of your wedding. This gives you and your guests enough time to decide and plan.
