Franklin Dean
Reserving a hotel room block for a wedding is a great way to help out-of-town guests find accommodation. It's not a necessity, but it's a nice gesture that can make wedding planning easier for your guests. It's also a good way to ensure that your guests are staying in the same hotel(s) and can benefit from discounted room rates. The number of rooms you block off will depend on the number of out-of-town guests you're expecting, and you can choose to block rooms in one or more hotels. It's best to reserve rooms early, as hotels in popular areas tend to book up quickly. You can either call the hotel(s) directly or use a website like hotelplanner.com to find the best rates.
How to reserve a hotel block for a wedding
| Characteristics | Values |
|---|---|
| When to reserve | As soon as the hotel(s) will allow it (typically 12 months or less out from your date, but some may be earlier than that) |
| Number of rooms | Minimum of 10 and maximum of 30-40 rooms. If you need more, hotels will often work with you to reserve the rest at nearby sister hotels |
| Type of block | "Courtesy" or "contracted". A courtesy block is a group of rooms that are held for a set period of time, with no deposit required. A contracted block is for more than 30 rooms |
| Perks | May include a complimentary room or room upgrade for the couple, shuttle service, breakfast, etc. |
| Distance from venue | Accommodations within walking distance, but no more than ten miles from the venue(s) |
| Price | Discounted rate for guests. No obligation for the couple to pay for unused rooms |
| Code or link | Hotels will provide a direct link or code for guests to use to be counted under the room block |
| Reviews | Read reviews to ensure your guests will be comfortable during their stay |
| Compare | Compare rates, location, travel options, room types, etc. |
| Timing | Reserve shortly after booking your venue, at least six months before your wedding |
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What You'll Learn
Research and compare hotels
When researching and comparing hotels for your wedding, there are several factors to consider. Firstly, determine your budget and the number of guests you'll need to accommodate. This will help you narrow down your options and focus on hotels that fit your financial parameters and have sufficient rooms available. Consider the location of the hotel in proximity to your wedding venue. Ideally, look for hotels within walking distance or with easy access via car, taxi, or public transportation. If your wedding venue is a hotel, you may be able to negotiate a room block as part of your event.
When comparing hotels, pay attention to the amenities and services offered. Some hotels may have award-winning restaurants, spas, or entertainment options onsite, which can enhance the experience for you and your guests. Consider the overall style and ambiance of the hotel and whether it aligns with your vision for your wedding. If you have specific requests or customization ideas, discuss them with the hotel's management team to understand their level of flexibility and willingness to accommodate your needs.
Online resources, wedding directories, and recommendations from friends or wedding planners can be valuable tools for researching and comparing hotels. Utilize websites, social media, and brochures to gather information and don't be afraid to step foot inside and get a feel for the place. If possible, take a tour of the hotel to evaluate the comfort and quality of the rooms and facilities. Consider factors such as cleanliness, décor, and any special perks or upgrades that may be offered.
When evaluating hotels, it's important to review cost structures and contract details carefully. Consider the rental fee, deposit requirements, payment schedule, and any additional charges or services not included in the initial pricing. Pay attention to cancellation policies, insurance requirements, and any specific clauses that may impact your decision. Additionally, research online reviews and testimonials from previous couples who have hosted their weddings at the hotels you are considering. This can provide valuable insights into the hotel's level of professionalism, responsiveness, and overall satisfaction.
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Call the hotel to reserve
Reserving a block of rooms for your wedding guests is a welcoming gesture, especially for those travelling long distances. It can also help you secure a discounted rate for your guests. While it does require some work upfront, your guests will surely appreciate it. Here is a step-by-step guide on how to call and reserve a block of hotel rooms for your wedding:
Step 1: Identify your requirements
First, you need to estimate how many households or individuals sharing a room will need to be accommodated. This will help you determine the number of rooms you need to block. You should also consider the location of the hotel and the amenities and perks offered, such as a pool, restaurant, or airport shuttle.
Step 2: Research and compare hotels
Explore accommodations in your area and compare their rates, benefits, and availability. You can use websites like hotelplanner.com, which allow you to input your information and receive rate quotes from hotels. This will help you find the best available rates and choose a hotel that meets your requirements.
Step 3: Call the hotel to reserve
Once you have identified your preferred hotel, it's time to make the call. Contact the hotel's front desk and inform them that you would like to book a hotel block for a wedding. Most hotels are familiar with this process and will guide you through the necessary steps. Be prepared to negotiate and compromise, as you may not get everything you hoped for. It is best to avoid mentioning your budget upfront, as this may limit your negotiating power. Instead, ask politely if there is room for negotiation on the details that are important to you.
Step 4: Finalize the reservation
Before finalising the reservation, be sure to read the contract closely and understand the terms, including any attrition or allowable shrinkage clauses. Ask about any included perks and benefits, such as a complimentary room for the couple or a shuttle service to and from the reception. Also, clarify the reservation cut-off date after which unbooked rooms will be released.
Step 5: Communicate with your guests
Provide your guests with the necessary information to reserve their rooms, such as a direct link or code provided by the hotel. This will ensure that their bookings are counted under your room block, and you can earn rewards or bonus points.
Remember, reserving a block of hotel rooms is a straightforward process, and hotels are usually accommodating. By following these steps, you can efficiently organise accommodations for your wedding guests.
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Ask about perks and benefits
Reserving a hotel room block is a welcoming gesture for your wedding guests, especially those who are travelling long distances to attend your event. It is also beneficial for guests who would appreciate overnight accommodation. While it does require some work during the wedding planning process, your guests will surely appreciate it.
When reserving a hotel room block, be sure to ask about any included perks and benefits. For example, the bride and groom may receive a complimentary suite on their wedding night, a complimentary shuttle service to and from the reception, or a complimentary hot/cold breakfast buffet. Some hotels may also offer a complimentary room or room upgrade for the couple.
Additionally, some hotels offer bonus points or rewards for booking a room block. For example, if a certain number of rooms or nights are booked under your block, you may receive a free room or bonus points. Be sure to ask about any rewards programs and how to ensure that bookings count towards your reward.
When choosing a hotel for your room block, consider the location, average cost of stay, and any other factors that may be important to you and your guests, such as airport shuttles or complimentary breakfast service. It is also a good idea to ask about any special packages, perks, or benefits the hotel offers for group rates. Compare the rates and benefits offered by different hotels before making your decision.
Remember, reserving a hotel room block is not a major wedding expense. While some hotels may require a small deposit to secure the room block, this is typically a percentage of the total cost of the rooms. There may also be attrition or minimum commitment clauses in your contract, so be sure to read the fine print to avoid any unexpected fees.
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Communicate the link/code to guests
Communicating the link or code to your guests is a critical component of the wedding guest experience. It's important to do this clearly so that your guests know exactly how to book.
Firstly, you should include the link or code on your wedding website. You can then include your wedding website link on an "Accommodations" card or a separate insert card along with your wedding invitation. The note about your wedding website could read: "For more information about travel and accommodations, please visit our wedding website: [website address]".
You can also include the link or code on your save-the-date cards, or on your actual wedding invitations. If you include it on your invitations, it's best to put it on a separate insert to give it the attention it deserves. The insert should match the motif of your invitations as much as possible. It's a good idea to keep the wording short and sweet, providing the necessary information without too many added details. Here's an 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 to receive a discounted rate."
It's a good idea to keep your wedding website updated and personalised throughout the planning process. If there are any updates or changes to your hotel room block information (including upcoming deadlines), be sure to note them on the website. This will help your guests access all of the important details at any time and prevent them from calling you with questions.
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Avoid mentioning your budget
When reserving a hotel block for a wedding, it is generally recommended that you avoid mentioning your budget. Here are some reasons why:
Misjudging the Cost: You might not be aware of the actual cost of reserving a room block at a particular hotel. If you disclose your budget upfront, you could end up with a quote that exceeds your spending limit, leaving you with fewer options.
Limited Negotiation Power: If you reveal your budget, the hotel might offer rates at the upper end of your range, giving you little to no room to negotiate a better deal. It is better to keep your budget flexible to allow for potential discounts or to negotiate additional perks.
To avoid these pitfalls, it is advisable to ask politely about the possibility of negotiating the contract details. Take your time to consider all options before making any commitments. It is also beneficial to book the hotel block as early as possible, as hotels in popular areas tend to get booked quickly. The earlier you reserve, the better the rates may be, and your guests will have more time to plan their stay before the reservation deadline.
Additionally, consider reserving rooms with different bed sizes (king, queen, and single) to accommodate the diverse needs of your guests. Think about the amenities and perks that would enhance their experience, such as shuttle services, late-night bar access, complimentary WiFi, or rooms on the same floor. Remember that negotiation involves compromise, and you may not get everything you hoped for from the hotel booking.
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Frequently asked questions
Reserving a hotel block is a welcoming gesture for your guests, especially those travelling long distances. It is a fairly straightforward process, though it can be time-consuming. First, you should estimate how many rooms you will need. Then, call your chosen hotel and ask about reserving a block. You can negotiate on price and perks, such as a complimentary room for the couple or shuttle services. You will likely need to pay a small deposit to secure the rooms.
A courtesy room block is a way to reserve a group of rooms with no deposit. The hotel agrees to honour a discounted group rate for your wedding guests, who can call and make reservations under a group code. However, you may be held financially responsible for any rooms that are not booked.
You should consider the location of the hotel in relation to your venue, the number of out-of-town guests, the hotel's amenities and reviews, and the rate they are offering. You may also want to consider reserving rooms with different bed sizes to suit your guests' needs.
