Booking Your Wedding Venue: A Step-By-Step Guide To Blocking Rooms

Booking hotel rooms for your wedding guests is a thoughtful gesture, especially for those travelling from out of town. It can be a daunting task, but it doesn't have to be. Here's a quick guide on how to write a query to block rooms for your wedding.

First, determine the number of rooms you'll need. Consider how many guests will be travelling and whether you'll need rooms for the bridal party or immediate family. Next, decide on the number of blocks to book, usually between 10 to 30 rooms, depending on the hotel. Shop around for the best rates by contacting hotels directly and negotiating. Be clear on the terms of your agreement, opting for a courtesy block to avoid financial liability for unfilled rooms.

When you have the details finalised, communicate them to your guests clearly and concisely. Include the information on your wedding website, save-the-date cards, or a separate accommodations card with your invitations. Provide the hotel name, contact information, and any important dates or deadlines for booking.

How many rooms to block

The number of rooms you need to block for your wedding depends on several factors. Firstly, consider how many out-of-town guests will need a room. Divide the number of attending guests by two to estimate the number of households that will require accommodation. Then, multiply this number by the percentage of out-of-town guests you expect to book a room – for a local wedding, this is likely to be around 80%, whereas for a destination wedding, it's usually closer to 100%.

Next, think about how many nights your guests will need to stay. This will depend on how far they are travelling and your wedding itinerary. Discuss with your partner how many nights your guests are likely to stay for, and whether your wedding party or immediate family members will also need a room.

If your wedding is not a destination wedding, you may still need to coordinate a hotel block, particularly if some of your guests are travelling from out of town. It's a common courtesy to set them up with a hotel you can vouch for, and you may also want to treat yourself to a night in a hotel after your wedding.

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, and once these are reserved, you can add more. With this type of room block, you're not responsible for any unused rooms, and there's no deposit required.

If you need to reserve more than 20 rooms per night, you can make a rough or accurate estimate. A rough estimate would be to take the total number of out-of-town guests and use half of that number as a guide for how many rooms to reserve. For a more accurate estimate, make a list of all out-of-town wedding guests and separate them into three groups: families, couples, and singles. Then, consider how many rooms each group will need. For example, how many families will need more than one hotel room or adjoining rooms? How many couples are divorced and may need to reserve two rooms?

Once you have an estimate of the number of rooms you need, you can start contacting hotels directly. Reserve wedding room blocks with at least two hotels if:

• You're having a destination wedding with many out-of-town guests.
• You're getting married at a hotel with very expensive rooms.
• You have a larger-than-average guest list (more than 140 people).
• You want to offer different price points for your guests.

When you call to reserve, give the room block coordinator the dates you expect your guests to be there, as well as any special requests, such as welcome bags or transportation to and from the airport. Ask the hotel if they can provide regular updates on room bookings so you can add more rooms if needed.

When to book

Booking your hotel room blocks early is key to getting the best options for your wedding date. While some hotels won't give you a group rate for fewer than 10 rooms, others will allow you to book in blocks of 10 rooms at a time. It's best to reserve your room blocks as soon as you've locked in your wedding date and venue, especially if your wedding date coincides with a seasonal holiday, local event, or convention. In this case, you'll need to reserve your room blocks at least 10 to 12 months in advance.

Having the rooms booked before the save-the-dates go out, traditionally done eight months before the wedding, is beneficial so that guests can plan their travel arrangements. If you're getting married off-season, you may not need to book quite as early, but it's still a good idea to do it in time to include the information with your save-the-dates.

If you're booking multiple room blocks at different hotels, it's worth noting that some hotels will only allow you to reserve 10 rooms at a time. In this case, you may need to book earlier to ensure you can get the number of rooms you need, especially if you require 20 or more rooms. It's also worth noting that some hotels won't give you any information on room blocks until 50 weeks before your wedding date.

If you're getting married at a hotel, they may automatically block rooms for you at a discounted rate. However, if you're getting married at a venue without accommodation, it's a good idea to start by contacting hotels that are within walking distance or no more than a 30-minute drive from the venue.

Once you've estimated the number of rooms you'll need, you can start contacting hotels to reserve your room blocks. It's recommended that you reserve rooms at two to three hotels to offer guests a choice of location and room rate. When you call to reserve, give the room block coordinator the dates you expect your guests to be there, plus any special requests, such as welcome bag distribution or transportation to and from the airport.

If you're booking well in advance, it's worth asking the hotel if they'll allow earlier check-in for a certain number of rooms, so your guests have a place to get ready if their check-in time is after your wedding starts.

Who pays

When it comes to the financial side of booking hotel room blocks for weddings, there are a few options. Traditionally, the bride's family pays for the wedding party's accommodation, but this is not always the case. Here's a breakdown of the different options:

Guests Pay

In most cases, guests are expected to pay for their own rooms. With hotel room blocks, guests typically receive a special discounted rate, and by booking as a group, the couple can often secure a better deal for their guests than they would get individually. When creating a room block, the couple is usually confirming the availability and rate for their guests, and it is then up to the guests to book and pay for their rooms directly with the hotel.

Couple Pays

In some cases, the couple may choose to pay for the entire room block, or at least a portion of it. This is more common when the couple has a large budget or a small number of guests. By paying for the room block, the couple can ensure that their guests have one less expense to worry about. This can be especially helpful if the couple is having a destination wedding, where travel costs can add up quickly for guests.

A Combination of Both

In some situations, a combination of the above two options may be used. For example, the couple may pay for the room block initially, but then the guests reimburse them for the cost of their rooms. Or, the couple may pay for a certain number of rooms, and the guests pay for any additional rooms they need.

Courtesy vs. Contracted Blocks

It's important to note the difference between courtesy and contracted room blocks. A courtesy block is simply a courtesy offered by the hotel, with no financial obligation for the couple. A contracted block, on the other hand, usually involves negotiated terms such as a deposit, cancellation policy, and minimum bookings. With a contracted block, the couple may be financially responsible for any rooms that are not booked by their guests.

Other Considerations

When deciding who will pay for the hotel room block, there are a few other things to keep in mind. First, the couple should consider their budget and the financial situation of their guests. If the couple can afford it, paying for the room block can be a generous gesture. Second, the couple should communicate their expectations clearly to their guests. This includes letting guests know if they are expected to pay for their own rooms and providing them with all the information they need to book their stay.

How to communicate with guests

Communicating room block details to your wedding guests is an important part of the wedding planning process. Here are some tips to ensure your guests have all the information they need:

Be Clear and Concise

Provide clear and concise information to your guests about the room block. Include the necessary details such as the name and address of the hotel(s), room rates, and booking deadlines. You can also mention any special instructions to access the group rate, such as referencing the wedding party's last name when making a reservation. Here is an example:

"For your convenience, we have reserved a block of rooms at [Hotel Name]. Please use the following link to reserve your room online: [link] You can also call the hotel directly at [phone number] and mention the [Your Last Name] wedding to access the discounted rate. Please book your room by [date] to ensure you receive this special rate."

Use Multiple Communication Channels

Share the room block information through multiple channels to ensure all your guests receive the message. Include the details on your wedding website and create a dedicated "Accommodations" or "Travel and Accommodations" page. You can also include this information on your save-the-date cards, wedding invitations, or as a separate insert or card with the invitations. This will give the information the attention it deserves and make it easily accessible for your guests.

Provide Regular Updates

Keep your wedding website and other communication channels updated with any changes or deadlines. Inform your guests about any upcoming booking deadlines and remind them to reserve their rooms within the block to secure the discounted rate. You can also set up automated reminders via email or text message services to notify guests of the booking deadline.

Offer Additional Information

In addition to the essential details, provide your guests with extra information that may be useful. This can include information about transportation to and from the wedding venue, airport, or other local attractions. Let them know if the hotel offers a shuttle service or if there will be other transportation options available. You can also mention any amenities or perks included in the room block, such as complimentary breakfast or internet access.

Be Available for Questions

Make sure you are available to answer any questions your guests may have about the room block or booking process. Include a FAQ page on your wedding website to address common queries. Provide your contact information, as well as the contact information of a family member or wedding planner, so that guests can easily reach out for assistance.

What to include in the message

When it comes to letting your guests know about the room block, it's important to communicate clearly so that they know exactly how to book. Here's what to include in your message:

Dates and Deadlines

Be clear about the dates that the room block will cover, and specify any deadlines for booking. For example: "Please book your room by [date] to secure the discounted rate."

Hotel Information

Provide the name, address, phone number, and website of the hotel(s). You could also mention any amenities or perks the hotel offers, such as complimentary breakfast, shuttle services, or an on-site restaurant.

Booking Instructions

Let guests know exactly how to make a reservation. For example: "To take advantage of the discounted group rate, please call [hotel phone number] and mention the [your last name] wedding." If there is a specific group code or reference they need to provide, be sure to include that as well.

Wedding Website

If you have a wedding website, be sure to include the link and encourage guests to visit it for more information. Keep the website updated with any changes or deadlines.

Save-the-Dates and Invitations

You can include room block information on your save-the-dates or wedding invitations, either directly or by including a separate insert card with the details. This card should match the motif of your invitations and be clearly labelled as "Accommodations."

Email Communication

Consider sending an email to your out-of-town guests with the room block information, especially if you're concerned they might not check your wedding website. You can also send email reminders as the booking deadline approaches.

Personal Touches

Feel free to add a personal message to your communication, such as expressing your excitement to have them celebrate with you. For example: "We're delighted to have family and friends from near and far joining us on our special day. To help you find accommodations, we have reserved a block of rooms..."

Frequently asked questions