Booking A Wedding Hotel Block: A Step-By-Step Guide

Planning a wedding can be stressful, but booking hotel blocks for your guests doesn't have to be. A hotel room block is a set of rooms that have been reserved for a group at a discounted rate. This is a great option for weddings as it saves your guests time and money, and ensures they have a comfortable place to stay. It also means they'll be surrounded by other guests, so the celebrations can continue before and after the reception.

Booking a hotel block is straightforward. First, decide how many rooms you'll need. This will depend on your guest list, and how many people are travelling in from out of town. You can then shop around for the best rates by calling hotels in the area. Once you've found a hotel that suits your needs, you can reserve a block of rooms, usually between 10 and 30, at a discounted rate. You'll then be given a link or code to share with your guests, who can book their rooms directly.

How to request a hotel block

Requesting a hotel block is a great way to ensure your wedding guests have a comfortable and convenient stay. Here's a step-by-step guide on how to request a hotel block:

Step 1: Determine the Number of Rooms

First, you'll need to estimate the number of rooms you'll require. Consider the number of out-of-town guests, the wedding party, and immediate family members who will need accommodations. You may also want to factor in local guests who might prefer to stay overnight. As a general rule, aim for about half the number of rooms for the total number of guests, plus a few extra.

Step 2: Calculate the Number of Blocks

Once you know the room count, you can determine how many blocks to book. Hotel blocks typically range from 10 to 30 rooms, with larger hotels offering bigger blocks. If you're reserving blocks at multiple hotels, keep it simple with no more than 2-3 options to avoid confusion and strain on your planning.

Step 3: Choose the Hotels

Select hotels that are conveniently located near your wedding venue, preferably within a 30-minute drive or walking distance if possible. Consider your budget and the varying budgets of your guests, offering a range of price points to accommodate everyone's needs. Contact the hotels directly to inquire about room rates and availability.

Step 4: Shop Around for the Best Rates

Call 3-5 hotels in the area to compare rates and find the best deal. Rates can vary significantly depending on the size of the hotel, existing bookings, and local events or conventions. Be mindful of rate expiration dates, as hotel rates are usually guaranteed for about two weeks.

Step 5: Understand the Agreement

When reserving a hotel block, you'll typically encounter two types: courtesy blocks and contracted blocks. A courtesy block means you're not financially liable for unfilled rooms, and the hotel will release the unsold rooms after a certain cut-off date. A contracted block, on the other hand, may include negotiated terms such as deposits, cancellation policies, and minimum booking requirements.

Step 6: Finalize the Booking

Once you've found a suitable hotel block, review the contract carefully before signing. Pay attention to key clauses such as cancellation policies, deposit requirements, attrition clauses, and mitigation clauses. If you have any special requests, such as welcome bags or transportation, be sure to include them in the contract.

Step 7: Communicate the Information to Your Guests

Provide your guests with all the relevant information about the hotel block. Create a special message or announcement on your wedding website or paper invitations, including the hotel name, reservation link or phone number, cut-off date for the discounted rate, and any necessary reference or group numbers. It's also helpful to include transportation details or directions to the venue.

The difference between courtesy and contracted blocks

When reserving a hotel room block for a wedding, it's important to understand the difference between courtesy and contracted blocks. Here's a detailed overview:

Courtesy Block

A courtesy room block is when a hotel holds a certain number of rooms for your wedding guests, typically with a cut-off date about 30 days before the wedding. On this cut-off date, any unbooked rooms are released back to the hotel's inventory, and you are not financially responsible for them. This type of block offers flexibility, as you won't have to pay for any empty rooms. It's a popular choice for weddings, as it saves money if there are fewer bookings than expected. However, the rooms are not guaranteed, and the hotel may sell out or decrease the block size.

Contracted Block

A contracted room block, on the other hand, comes with negotiated terms that must be met. This includes financial obligations such as a deposit, cancellation policy, and minimum booking requirements. For example, if you don't meet the minimum booking requirements, you may be charged for the unbooked rooms. Contracted blocks guarantee that the rooms are held for your group and offer more upgrades and promotions. They are ideal for high-demand destinations and dates, but they require a financial commitment.

Key Differences

The main difference between courtesy and contracted blocks lies in financial responsibility. Courtesy blocks offer more flexibility, as you are not financially liable for unbooked rooms. In contrast, contracted blocks require you to meet certain terms and may result in additional charges if you don't fulfil the negotiated conditions. Courtesy blocks are ideal when you're unsure about the number of bookings, while contracted blocks are better suited for high-demand situations where you want to guarantee rooms for your guests.

When deciding between courtesy and contracted blocks, consider your guest list, wedding location, and budget. If you anticipate a high number of out-of-town guests or are planning a destination wedding, consider a contracted block to guarantee accommodations. However, if you want more flexibility and are concerned about potential financial obligations, a courtesy block may be a better option.

When to reserve a hotel block

The timing of your hotel room block reservation is crucial to ensuring your guests have a place to stay during your wedding. Here are some key considerations for when to reserve a hotel room block:

Reserve as Early as Possible

It is advisable to book your hotel room block as soon as you have confirmed your wedding date and venue. Early booking guarantees the lowest rates for your guests and allows them to make travel plans as soon as they receive their invitations. It also ensures you get the best options for your desired dates and that rooms are available before your save-the-dates go out, traditionally sent eight months before the wedding.

Consider Seasonal Holidays and Local Events

If your wedding date coincides with a seasonal holiday, local event, or convention, it is recommended to reserve your room blocks at least 10 to 12 months in advance. This is because rooms will be in higher demand during these times, and you want to ensure your guests have accommodation options.

Determine the Number of Rooms and Blocks Needed

Before reserving, estimate the number of rooms you will need by considering the number of out-of-town guests, the wedding party's and immediate family members' needs, and the possibility of local guests wanting to stay. This will help you decide how many blocks to book, as block sizes vary from 10 to 30 rooms, with larger hotels typically offering larger blocks.

Shop Around for the Best Rates

Call three to five hotels in the area to find the lowest rate. Rates can vary significantly depending on the size of the hotel, existing bookings for your date, and local events or conventions. Be mindful of rate expiration dates, as hotel rates are typically only guaranteed for about two weeks.

Understand the Different Types of Blocks

There are two main types of hotel blocks: contract/attrition blocks and courtesy blocks. With contract blocks, you are financially responsible for a certain number of rooms, and there may be cancellation penalties. Courtesy blocks, on the other hand, simply hold rooms for your guests until a certain date, after which unbooked rooms are released to the public. While courtesy blocks may not offer the best rates, they protect you from a large bill if your block doesn't sell out.

Be Strategic About Location

When choosing a hotel, consider both proximity to your venue and the location of other hotel blocks. Ideally, the hotel(s) should be within 15 to 20 minutes of your venue, and the blocks should be close to each other for convenience during wedding events.

How to negotiate a hotel block contract

When negotiating a hotel block contract, it's important to understand the terminology used in the contract. Here are some key terms to look out for:

• Cancellation policy: Understand the conditions under which you can cancel rooms and any financial penalties associated with cancellation.
• Deposit amount: Know how much money, if any, you need to pay the hotel to reserve the room block and the terms for getting your deposit back.
• Allowable Shrinkage Clause: This clause specifies the percentage of unbooked rooms allowed without incurring a penalty. A target percentage for this clause is typically between 10-20%.
• Attrition Clause or Minimum Commitment: This refers to the percentage of rooms that need to be filled to avoid a penalty fee. The attrition rate is typically between 80-90%. If you don't meet the minimum commitment, you may owe the hotel damages for all unused rooms.
• Mitigation Clause or Resell Clause: This clause states that the hotel must book unused rooms in your block and you are no longer responsible for them if they're sold to other customers.
• Shop around: Call multiple hotels in the area to find the lowest rates. Rates can vary significantly depending on the size of the hotel, existing bookings, and local events.
• Understand the difference between courtesy and contracted blocks: A courtesy block means you have no financial obligation to fill the rooms. A contracted block means negotiated terms must be met, such as a deposit, cancellation policy, and minimum bookings.
• Be clear on your agreement: Go for a courtesy block whenever possible to avoid financial liability for unbooked rooms. However, if you request a block larger than the hotel's standard size, you may be asked to sign an attrition rate, where you are financially responsible for any rooms up to a certain percentage that aren't filled.
• Negotiate for the best rates: Don't be afraid to ask the salesperson to add more rooms to the block or drop the rate. You may also inquire about deals for the wedding couple and discounted rates for auxiliary events held at the hotel.
• Know the magic words for perks: Ask the hotel if they offer any special concessions based on the pickup, which refers to the percentage of rooms booked within your block. Perks may include upgraded suites or the ability to book a suite at a standard room rate.
• Use the cut-off date as a bargaining chip: Offer to extend the cut-off date, which is typically 30 days before check-in, in exchange for removing the deposit or attrition clause.
• Remove attrition clauses: Most hotels don't include an attrition clause in wedding room block contracts. This clause states the percentage of rooms that must be reserved by your guests, and you may be penalised if this percentage isn't met.
• Include a force majeure clause: Ensure there is a clause that allows you to terminate the contract in case of an emergency beyond your control.
• Get verbal promises in writing: If the hotel has made any verbal promises, such as a free bridal suite, make sure they are included in the written contract.

How guests book rooms

Once you've set up a wedding room block, the hotel will typically give you a unique web link to share with your guests so they can book and pay for their rooms. Alternatively, the hotel will provide contact information for the wedding planner or room block coordinator for your guests to call and make their reservations.

It's a good idea to include this information on your wedding website, so be sure to tell your guests how to find it. That way, all your guests will be well-informed and can easily click to learn more about the accommodation options available. If you have guests coming from out of town, it's also a nice gesture to include additional information on how to get to the venue or if transportation will be provided.

Here's an example of what to include:

"Thank you for making the journey to celebrate with us!

We're delighted to have family and friends from near and far coming to our wedding. To help you find accommodations, we have reserved a block of hotel rooms for [insert number] nights from [insert date] to [insert date] at the [insert hotel name(s)].

If you wish to book a room at a special group rate that we've negotiated on your behalf, visit this website [insert link] or call [insert phone number] before [insert a cut-off date] to ensure you have a place to stay, as space is limited. [If required, provide a reference number.]

A hotel block typically opens one year prior to your wedding date and closes about 30 days out."

It's also a good idea to send out a gentle reminder to out-of-town guests who have RSVP'd but may have forgotten to book their accommodation.

Frequently asked questions