Hotel Room Block Choices: To Include Or Not On Wedding Invites?

Wedding planning can be a daunting task, especially when it comes to organising accommodation for your guests. A hotel room block is a thoughtful gesture for out-of-town guests, offering them a convenient and discounted place to stay. It's important to communicate this information clearly to your guests, but how and when should you do this? This article will explore the dos and don'ts of including hotel room block choices on your wedding invitations.

How to communicate hotel room block information to guests

Communicating hotel room block information to your wedding guests is an important part of the wedding planning process. Here are some detailed and direct instructions on how to do this effectively:

Include it on your "Save the Dates"

If you are hosting a destination wedding or most of your guests are travelling, it is advisable to book your hotel room blocks as soon as possible and include this information on your "Save the Dates". The earlier your guests can secure their accommodation, the better, especially if there are other events happening in the area.

Provide a separate "Wedding Accommodation Card"

It is recommended to include the hotel room block details on a separate insert within the invitation, rather than on the invitation itself. This insert should match the motif of your invitations and be separate from other inserts such as reply, direction, or reception cards. The header should be "Accommodations", and the wording should be concise, providing essential information without unnecessary details. Here is 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. Please call [hotel's phone number] to book your room(s)."

You can also include important dates or deadlines, for example:

> "Be sure to book your hotel room by [date] to receive the discount."

Refer to your wedding website

Creating a wedding website is a great way to centralise all the important information for your guests. Include the website link on your "Accommodations" card or a separate insert, with a note such as:

> "For more information about travel and accommodations, please visit our wedding website: [website address]"

Keep your website updated

It is important to regularly update your wedding website with any changes or updates to the hotel room block information, including upcoming deadlines. This will ensure your guests can easily access the details and prevent them from having to contact you with questions.

Book as early as possible

Securing your hotel room blocks early will ensure you get the best rates for your guests and allow them to make travel plans as soon as they receive their "Save the Dates".

Be strategic about location

Choose hotels that are in close proximity to your wedding venue, ideally within a 15-20 minute radius. It is also beneficial to choose hotels that are close to each other, especially if you are hosting additional events such as a brunch or after-party. This makes it easier for guests to get to one location and saves time.

Provide clear and concise information

When communicating hotel room block information, be sure to use clear and concise wording that is easy for your guests to understand. Avoid using confusing terms such as "room block", "cut-off dates", or "group code". Instead, provide the most essential information, such as the hotel name, reservation details, and any deadlines.

Include all relevant details

In addition to the hotel name and reservation details, provide guests with other useful information such as the check-in times, shuttle services, complimentary amenities, and any special rates or discounts. This will help your guests make an informed decision about their accommodation.

By following these instructions, you can effectively communicate hotel room block information to your wedding guests, ensuring they have a comfortable and enjoyable experience.

The benefits of reserving a hotel room block

Reserving a hotel room block is a great way to ensure your wedding guests have a comfortable and convenient experience. Here are some benefits of reserving a hotel room block:

Convenience for Guests

A hotel room block ensures that your guests, especially those travelling from out of town, have a guaranteed place to stay near your wedding venue. This simplifies their travel plans and saves them the hassle of searching for accommodation, which may be limited or expensive if there are other events happening in the area.

Group Discounts

Hotels often offer discounted room rates for groups. By reserving a block of rooms, you can pass on these savings to your guests, making their attendance at your wedding more affordable.

Centralized Location

Having your wedding party and guests stay in the same hotel or hotels makes it easier to coordinate on the day of the wedding. It also cuts down on travel time and hassle, especially if the hotel is centrally located between your ceremony and reception venues.

Personalized Service

When you reserve a hotel room block, the hotel staff are aware of your event and may provide a higher level of customer service. They may also offer perks such as a complimentary room for the couple, early check-in, late check-out, welcome bag distribution, and complimentary transportation to and from the wedding venue.

Simplified Planning

Reserving a hotel room block can make your wedding planning easier. You can negotiate with the hotel to include all the amenities and services you need, and you won't have to worry about your guests scrambling to find accommodation at the last minute.

Enhanced Guest Experience

A hotel room block can enhance your guests' overall experience. They can enjoy mingling and socializing with other guests at the hotel, and perhaps even create their own after-party. It also gives your guests the option to extend their stay and make it a relaxing getaway.

How to reserve a hotel room block

Reserving a hotel room block is a thoughtful gesture for out-of-town wedding guests. Here is a step-by-step guide on how to reserve a hotel room block:

Determine How Many Rooms You'll Need:

Start by figuring out how many out-of-town guests will need a room. If 50% of your guest list is travelling, try to match that percentage. As most guests travel in couples or share rooms, you'll want about half the number of rooms for the total number of guests. For example, for a 200-person guest list with 50-60% travelling, you'll want to hold space for about 120 guests, which equates to 60 rooms.

Figure Out How Many Blocks You'll Need:

Once you know your room number, you can determine how many blocks to book. Block sizes vary from hotel to hotel but are usually between 10 and 30 rooms, with larger hotels offering larger blocks.

Shop Around for the Best Rates:

Call three to five hotels in the area to find the lowest rate. The size of the hotel, whether they already have groups booked for your date, and any conventions or events can impact room price. Be sure to note when a quoted rate is set to expire, as it will likely increase after about two weeks.

Be Clear on Your Agreement:

Go with a courtesy block whenever possible, as you won't be financially liable for any rooms your friends and family don't fill. After a certain cut-off date, the hotel will release the unsold rooms. If you request a number of rooms well above the hotel's allotted block size, the hotel may ask you to sign off on an attrition rate, meaning you will be financially responsible for any rooms up to a certain percentage that aren't filled.

Reserve Your Block:

Once you've decided on a hotel, reserve your block as soon as possible. You'll want to provide the room block coordinator with the dates you expect your guests to be there, plus any special requests, such as welcome bags or transportation to and from the airport.

Communicate the Details to Your Guests:

Once you've secured your hotel block, add the information to your wedding website and include the details on a separate accommodations card insert with your invitations. Be sure to include the hotel name, phone number, and any cut-off dates for receiving a discounted rate.

The different types of room blocks

There are two main types of room blocks: courtesy room blocks and contracted room blocks.

Courtesy Room Blocks

A courtesy room block is when a hotel sets aside a certain number and type of rooms as a "courtesy". There is no financial obligation to fill these rooms, and if they are not booked, there is no penalty. However, signing a contract for a courtesy room block adds weight for the hotel to hold these rooms for you. The contract outlines the rate of the rooms, and the date the unbooked rooms will be released to the public. Courtesy room blocks are more common at properties with low occupancy levels and are rarely offered by all-inclusive resorts.

Contracted Room Blocks

A contracted room block is a group of guest rooms secured by a contract, with a guaranteed room rate for a specific amount of time. This type of room block usually requires a guarantee that a certain number of rooms will be sold, or the couple will have to pay for them. The contract will state the room rate, the number and type of rooms, and the consequences of not booking all or some of the rooms. This is often called an "attrition clause", where a group doesn't meet the agreed-upon terms and a payment is required for the unbooked rooms. For example, a hotel might have a 90% guarantee, meaning that 90% of the rooms in the block must be booked.

Guaranteed vs Courtesy Room Blocks

Guaranteed room blocks, also known as confirmed or closed blocks, require a contract and often include additional fees or cancellation penalties. Couples will usually be financially responsible for any unbooked rooms. Courtesy blocks, on the other hand, are a no-commitment option where the hotel sets aside rooms with no financial obligation. The trade-off is that the hotel will release the unbooked rooms to other customers 30-60 days before the date, and they will be available at the current market rate.

How to share room block information with guests

Sharing room block information with your wedding guests is an important part of the wedding planning process. Here are some detailed and direct instructions on how to do this:

Include it on your save-the-dates:

If you are hosting a destination wedding or most of your guests are travelling, it is advisable to book your hotel room blocks shortly after booking your wedding venue. If you have this information before sending out your save-the-date cards, be sure to include it. The sooner your guests book their rooms, the better, especially if there are other events happening in the area.

Provide a separate wedding accommodation card:

You can include your hotel room block information on a separate insert within your save-the-date cards or wedding invitations. This insert should match the motif of your invitations and be separate from other inserts, such as reply, directions, or reception cards. It should include a header such as "Accommodations" and provide clear and concise information, including:

• The name and address of the hotel(s)
• The reserved room rate
• Reservation contact information (phone number, email, website)
• Any important dates or deadlines, such as the cut-off date for receiving the discounted rate

Refer to your wedding website:

It is recommended to include hotel room block information on your wedding website and then provide a link to the website on your save-the-date cards or invitations. This allows you to provide more detailed information and make updates as needed.

Keep your website updated:

It is important to keep your wedding website current and personalised throughout the planning process. If there are any changes or updates to your hotel room block information, be sure to reflect them on the website. This will help your guests access the information easily and prevent them from having to contact you with questions.

Share via email:

In addition to your wedding website, you can also send an email to your out-of-town guests with the room block information. This ensures that they receive the information directly and can start making their travel plans.

Word your message clearly:

When sharing room block information, use clear and concise wording to avoid confusing your guests. Avoid using industry terms that they may not understand, such as "room block," "cut-off dates," or "group code." Instead, provide straightforward instructions and essential details.

By following these steps, you can effectively share room block information with your wedding guests, ensuring they have a comfortable and convenient experience during your special day.

Frequently asked questions