Blocking The Knot: A Guide To Writing Queries For Wedding Room Blocks

Booking hotel rooms for wedding guests is a thoughtful gesture that ensures they have a comfortable and convenient stay. It also saves them time and money and allows them to be surrounded by other guests, extending the festivities beyond the reception. This is especially important if you're having a destination wedding or if a large number of guests are travelling.

To block rooms, you'll need to determine how many you need, shop around for the best rates, and be clear on the terms of your agreement. It's also crucial to communicate the details to your guests clearly and in a timely manner.

How many rooms to block?

When it comes to blocking hotel rooms for a wedding, there are a few factors to consider in order to determine the appropriate number of rooms to reserve. Firstly, it's important to assess the number of out-of-town guests who will require accommodation. This can be done by estimating the total number of attending guests and assuming that a certain percentage of them will need a room. For instance, for a local wedding, you might expect 80% of out-of-town guests to book a room, whereas for a destination wedding, this number could be closer to 100%.

Another factor to consider is the number of nights these guests will be staying. This will depend on the distance they are travelling and the wedding itinerary. It's also worth reaching out to the wedding party and immediate family members early on to ensure their accommodation needs are met, even if they live locally and would usually stay at their own homes.

Additionally, it's worth taking into account that some local guests may not want to drive home after the wedding festivities and may appreciate the option of staying at the hotel. This can be more challenging to estimate, and it's recommended to offer leftover rooms to local guests closer to the wedding date to help meet your booking commitment.

If you need to block fewer than 20 rooms per night, a courtesy room block can be a good option. This is when a hotel sets aside 10-20 rooms, and once these are reserved, you can add more. With this type of block, you are not responsible for any unused rooms, and there is no deposit required.

For blocking more than 20 rooms, you can opt for a rough or accurate estimate. A rough estimate involves calculating the total number of out-of-town guests and using half of that number as a guide for the number of rooms to reserve. For example, if you have invited 100 guests and 50 are from out of town, you would consider reserving around 25 rooms.

An accurate estimate involves a more detailed breakdown of your guest list. You would separate out-of-town guests into families, couples, and singles, then determine the number of rooms needed based on family size, the need for adjoining rooms, and the likelihood of couples or singles sharing rooms.

It's also important to consider the availability of other accommodation options in the area. If there are limited alternatives, it's generally better to overestimate and hold too many rooms rather than too few. However, it's crucial to ensure that you are not financially responsible for any leftover rooms.

In summary, determining the number of rooms to block for a wedding depends on various factors, including the number of out-of-town guests, the length of their stay, the availability of other accommodation options, and the type of room block offered by the hotel. By considering these factors, you can make an informed decision about the appropriate number of rooms to reserve for your wedding guests.

When to book?

Booking your hotel room block as early as possible is key to ensuring you get the best rates and that your guests can make their travel plans early. It's recommended to reserve your hotel room block as soon as you've locked in your wedding date and venue, and at least six months before your wedding. If your wedding date coincides with a seasonal holiday, local event or convention, you should reserve your room blocks at least 10 to 12 months in advance.

The ideal time to start booking or reserving room blocks is three to eight months ahead of your event. This gives you and your guests enough time to decide, plan and get excited. If you're just starting your search, you can message multiple venues at once to request room block information.

If you're getting married around a popular time of year, or an event that is very popular in the area you're getting married, it's not uncommon for couples to reserve room blocks nine months or longer before the wedding.

Who pays?

There are two types of room blocks: courtesy and contracted. In a courtesy room block, the couple is not financially liable for any rooms in the block that their friends and family don't fill. In a contracted room block, the couple may be required to pay for a certain number of rooms that are not booked by their guests.

Traditionally, the bride's family pays for the wedding party's accommodations, so any hotel room block fees will fall to them. However, this tradition is not always followed, and some couples may choose to pay for the entire room block or at least some of the guest rooms. Ultimately, it is up to the couple to decide what works best for them.

When booking a room block, it is important to be clear on the agreement with the hotel. Some hotels may require a deposit, while others may offer a courtesy block with no financial obligation. It is also important to note that guests are typically responsible for paying for their own rooms, and there should be no expectation that the couple will pay for them.

To reserve a room block, the couple will need to contact the hotel directly and provide the dates they expect their guests to stay, as well as any special requests. The hotel will then provide a unique link or code for guests to use when booking their rooms. This link or code can be shared on the wedding website or included with the wedding invitations.

In summary, the financial responsibility for a wedding room block can vary depending on the type of block, the couple's preferences, and the agreement with the hotel. It is important to carefully review the contract and ask questions to understand the financial obligations before signing.

How to communicate with guests?

How to Communicate with Guests

Once you've reserved your hotel room block, it's important to share the details with your guests as soon as possible. The best way to do this is via your wedding website, and you'll want to include the following information:

• The name and address of the hotel(s)
• The rate for each type of room
• The deadline for booking a room in the block
• Any special instructions to access the group rate

Here's an example of what to say:

"For your convenience, we've reserved a block of rooms at Hotel Grande, located at 33 Malibu Parade. These room options include single, double, and family suites.

Simply mention 'The Robertsons' wedding' when making your reservation to access the discounted rate. Please note the deadline for booking your room at the discounted rate is Friday, 17th July.

You can contact the hotel directly here to make a booking: [insert contact details].

A shuttle bus will be departing from the hotel at 2.00 pm for our ceremony, and returning to the hotel every 30 minutes from 10.00 pm onwards."

If you're concerned that your guests won't check your wedding website, you might also want to email your out-of-town guests directly with room block information. If your room block has a cut-off date, don't be afraid to send out email reminders as that date nears.

It's also a good idea to include room block details on your wedding invitation suites. You can include the details on an accommodations card insert. Here's an example:

"For your convenience, a block of rooms has been reserved at [Hotel Name]. Please use the following link to reserve your room online. You can also call the hotel directly at [phone number]. Please reference the [your last name] Wedding and be sure to book your room by [cut-off date] to ensure you receive the discounted rate."

Finally, consider adding personal touches to your communication with guests. For example, you can include welcome notes in your wedding website or email communication. You can also discuss extra services like welcome bag distribution with the hotel manager or room block coordinator.

What to include in the message?

When it comes to messaging, it's important to provide clear and concise information about the room block to your wedding guests. Here's what to include in your message:

Dates and Deadlines

Be clear about the dates for which the room block has been reserved. Mention the check-in and check-out dates, as well as any deadlines for booking to receive the discounted group rate. For example, "We have reserved a block of rooms for the nights of [insert dates]. Please book your room by [date] to take advantage of the discounted rate."

Hotel Information

Provide the name and address of the hotel(s) where the room block is reserved. You can also include a brief description of the hotel, highlighting any special amenities or features that guests may find appealing. For instance, "We are pleased to offer accommodations at the Hilton West, located at 3180 West Market Street, Akron, OH 44333. This hotel features a complimentary shuttle service, an on-site restaurant, and a full breakfast included with your stay."

Booking Instructions

Explain how guests can book their rooms within the block. Provide a dedicated phone number or website link for reservations, and emphasize the need to mention the wedding to receive the group rate. For example, "To book your room, please call (999) 999-9999 and ask for the [Name of room block] or [Your last name] wedding. You can also book online at [insert booking URL]."

Room Rates and Discounts

Inform guests about the special room rate you have negotiated. Let them know the rate per night and any applicable taxes or fees. For instance, "We have secured a discounted rate of $XXX per night for our guests. Please note that taxes and fees may apply."

Transportation and Shuttle Services

If the hotel offers a shuttle service to and from the wedding venue or airport, be sure to mention this in your message. For example, "The hotel provides a complimentary shuttle service to and from the wedding venue for your convenience."

Contact Information

Provide your contact information or that of a designated person who can answer any questions or address any concerns guests may have regarding the room block. For example, "For any questions or further information, please don't hesitate to contact us at (XXX) XXX-XXXX or via email at [email protected]."

Remember to keep the message concise and clear, providing all the necessary information without overwhelming your guests with too many details. You can also include this information on your wedding website and invitation inserts, ensuring that your guests have easy access to all the relevant details.

Frequently asked questions