George Boyle
Booking a hotel block for a wedding is a great way to ensure your guests have a comfortable and convenient place to stay. It can also help build a sense of community and celebration before the ceremony. While it can be time-consuming, it is not a difficult process and can be done by directly contacting hotels or using a booking platform. This introduction will cover the benefits of booking a hotel block, the different types of blocks, and how to choose and book the best option.
| Characteristics | Values |
|---|---|
| Number of rooms | Usually a minimum of 10 rooms and as many as 30 rooms can be blocked. The number of rooms depends on the guest list, especially the number of out-of-town guests. |
| Location | For a local wedding, choose a nearby hotel with easy access to the venue. For a destination wedding, the wedding package might include a room block. |
| Type | A courtesy room block means the hotel holds rooms for guests until an agreed-upon release date at no charge. A contracted room block means negotiated terms must be met, such as a deposit, cancellation policy, and minimum bookings. |
| Amenities | Look for perks such as shuttles, hotel bars, or spas. |
| Cost | Ask about deals for the couple, discounted rates for auxiliary events, and concessions (special perks for hitting a certain percentage of bookings). |
| Communication | Clearly communicate hotel details, including name, location, group rate, and booking link/code, to guests. |
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What You'll Learn
Calculating the number of rooms needed
The number of rooms you'll need to book will depend on your guest list, specifically how many people are travelling in from out of town.
First, estimate the number of households that will need accommodation by dividing the number of attending out-of-town guests by two. Then, estimate what percentage of your out-of-town guests will book a room. For a local wedding, this number will probably be around 80%, whereas for a destination wedding, it will be closer to 100%.
For example, if you have 50 out-of-town guests attending your local wedding, you'll need 25 households. Multiplying 25 by 80% gives you 20, so you'll need to reserve 20 rooms.
If you're unsure about how many rooms to book, it's better to have more rooms than you need. You can often release unbooked rooms back to the hotel as your wedding date approaches.
If you're planning a destination wedding, consider potential hotel block availability when finalising your date to ensure you identify the best options for your guests.
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Understanding the different types of room blocks
Booking a hotel room block for a wedding is a considerate gesture for your guests, offering them a convenient and discounted place to stay. There are several types of room blocks to consider, each with its own advantages and considerations. Here are some common types of room blocks to understand:
Courtesy Room Block
A courtesy room block is a type of reservation where the couple has no financial obligation to fill the rooms. This means that even if the block is part of the contract, the couple is not responsible for any unused rooms. This type of block is often included as a "sweetener" in destination wedding resort or hotel venue packages. It provides flexibility for the couple and ensures guests have the option to stay near the wedding venue.
Contracted Room Block
Unlike courtesy blocks, contracted room blocks come with negotiated terms that must be met. These terms can include deposits, cancellation policies, minimum booking requirements, and other conditions. This type of block may be suitable for couples who are confident in the number of rooms their party will book and want to secure specific perks or concessions.
Guaranteed Blocks
Guaranteed blocks involve a commitment to fill all the reserved rooms. This type of block may be suitable for couples who have a large number of out-of-town guests or those who want to ensure rooms are available for their entire guest list. It's important to carefully consider the financial implications and potential penalties if the block is not fully booked.
Local Hotel Blocks
For local weddings, reserving a room block at a nearby hotel with easy access to the venue is ideal. This type of block offers convenience for guests who may want to spend the night instead of driving home after the wedding. Couples may also choose to reserve a block at the same hotel as the wedding venue, which can be negotiated as part of the event package.
Destination Wedding Blocks
Destination weddings, whether at a resort or another location, typically include a room block to ensure guests have accommodation. Couples may want to spend more time with their guests, so offering multiple selections at different rate options is recommended. This allows guests to choose based on their preferences and budget.
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Negotiating the terms of the room block
Negotiating the terms of a room block for your wedding guests can be a complicated process, so it is advisable to seek help from professionals. Travel companies like Wedaways, for instance, have the contacts and expertise to negotiate the best room block rates and concessions for you. They can also help you find the closest and best hotel options to suit your guests.
However, if you choose to negotiate the terms yourself, there are several things to keep in mind. First, you should decide on the number of rooms you will need. This will depend on the number of guests travelling from out of town and the number of nights they will need to stay. It is important to note that the smallest room block typically starts at 10 rooms, and the attrition rate, or the number of rooms your party is required to fill, is usually around 80%.
Next, you should research hotels near your venue and identify which ones offer the perks you want, such as shuttles or hotel bars. You can then call these hotels and ask to speak to the employee in charge of group sales, who will be able to walk you through the process and send you a proposal. You can also ask your venue, as they may know which hotels are frequently used by people who book their space for weddings. Additionally, you can contact the city's Chamber of Commerce, as they often have direct connections with hotels and can negotiate contracts for blocks on your behalf.
When negotiating with hotels, be sure to ask about any deals or discounts they can offer. For example, some hotels will comp a couple's room on their wedding night as part of the block incentive, or offer discounted rates for auxiliary events held at the hotel. You can also inquire about "pickup concessions," which are special perks given to a couple for booking a certain percentage of rooms within their block.
Finally, once you have negotiated the terms of the room block, be sure to read the contract carefully before signing. Pay close attention to the cancellation policy, deposit requirements, and any financial penalties associated with cancellations.
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Communicating the hotel block details to guests
Communicating the details of your hotel block to your wedding guests is an important step in the wedding planning process. Here are some tips to help you effectively share this information:
Timing
It is recommended to share the hotel block details with your guests as soon as possible. If you have this information before sending out your save-the-dates, it is a good idea to include it. This will allow your guests to make their travel plans early and avoid any last-minute rush.
Wedding Website
One of the best ways to communicate hotel block details is through your wedding website. Most hotels will provide you with a unique web link that guests can use to book their rooms. Include this link on your website, along with other relevant information. This approach ensures that all your guests can easily access the details and learn about the accommodation options available.
Invitation Inserts
If you choose to include physical invitations, consider adding an insert with the hotel block information. This insert should ideally be separate from other cards, such as reply, directions, or reception cards. Keep the wording concise and clear, providing essential information without overwhelming your guests. You can include details such as the hotel name, location, and instructions on how to access the discounted rate.
Email and Word-of-mouth
For guests who may not frequently check your wedding website or for more urgent updates, consider sending emails or even personalized messages. This direct approach ensures that your guests receive the information promptly. Additionally, for guests who may not be tech-savvy, a phone call or a subtle message passed along by a family member can be an effective way to communicate the details.
Important Details to Include
When sharing the hotel block information, there are several key details you should include:
- Hotel name and location: Provide the name and address of the hotel(s) where the block has been reserved.
- Room options: Inform guests about the different types of rooms available, such as single, double, or family suites.
- Discounted rate instructions: Explain how guests can access the discounted rate, such as mentioning the wedding couple's names when booking.
- Booking deadline: Let guests know if there is a deadline by which they must book to receive the discounted rate.
- Contact information: Provide the hotel's contact details, including phone numbers, websites, or email addresses, so guests can easily make reservations.
- Transportation options: If the hotel offers a shuttle service or there are other transportation arrangements, be sure to mention this to your guests.
Remember, the goal is to provide clear and timely communication to your guests, ensuring they have all the information they need to take advantage of the hotel block and enjoy their experience at your wedding.
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Releasing unbooked rooms
When it comes to releasing unbooked rooms, there are a few key considerations to keep in mind. Firstly, it's important to understand the difference between a courtesy block and a contracted block. With a courtesy block, you are not financially liable for any rooms that your friends and family don't book. The hotel will typically release the unsold rooms from the block after a certain cutoff date, making them available to other guests. This option provides flexibility and ensures you don't incur unnecessary costs.
On the other hand, a contracted block involves negotiated terms that must be met, such as deposits, cancellation policies, and minimum bookings. If you opt for a contracted block, be sure to carefully review the contract terms, including any financial penalties associated with cancellations or unbooked rooms. Understand the attrition rate, which refers to the percentage of rooms that need to be filled to avoid paying a penalty fee. This rate can vary, but it typically hovers around 80%.
To avoid financial penalties, it's advisable to focus on accommodating out-of-town guests, the wedding party, and immediate family. Offer local guests rooms as a fallback option to fill any unbooked rooms. This strategy can help prevent overbooking and reduce the risk of penalty fees. Additionally, consider the number of nights your guests will be staying. If your wedding includes multiple events, such as a rehearsal dinner or a post-wedding brunch, your guests may require additional nights.
When deciding on the number of rooms, it's essential to estimate the number of households that will require accommodations. You can do this by dividing the number of attending guests by two. For example, if you have 50 out-of-town guests, you may need approximately 20 to 25 hotel rooms. It's also a good idea to discuss with your partner how many nights the wedding party or immediate family members will need rooms.
In summary, releasing unbooked rooms can be managed by understanding the type of block you have, carefully reviewing contract terms, and strategically offering rooms to local guests to avoid overbooking. By considering these factors, you can effectively navigate the process of releasing unbooked rooms and ensure a smooth experience for your guests.
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Frequently asked questions
A hotel block is a reservation of 10 or more hotel rooms. It ensures that your guests have a place to stay and is a great way to keep costs down.
It is recommended to book your hotel block 9-18 months in advance. This gives your guests plenty of time to make their reservations and allows you to share hotel information early on so they can arrange their travel plans.
To estimate the number of rooms, divide the number of out-of-town guests by 2, as most guests will travel as couples. For example, if you have 50 out-of-town guests, you will need 25 rooms.
A courtesy room block is a block of rooms held for your group until a cutoff date, typically 30 days before arrival. There is no financial obligation for the couple with this option. A contracted room block, on the other hand, requires a contract with the hotel, including minimum booking requirements, deposits, and cancellation policies.
It is important to ask about group rates, amenities, and room block availability. You should also inquire about deals for the wedding couple, such as a complimentary room or discounted rates for auxiliary events.
