Blocked Rooms: Unbooked Blues

If you don't book a block of rooms for your wedding guests, they may struggle to find accommodation, especially if your wedding is in a remote location or requires a lot of travel. This could result in guests being unable to attend your wedding or having to pay higher prices for last-minute bookings. Booking a block of rooms ensures that your guests have a convenient and affordable place to stay, and it can also make wedding planning and transportation easier for you. It's worth noting that setting up a room block doesn't usually cost money, and guests typically book and pay for their own rooms.

You may have to pay for unclaimed rooms

When it comes to blocking hotel rooms for your wedding, it's important to understand the difference between courtesy and contracted room blocks. A courtesy room block typically involves a smaller group of rooms (usually under 30) that are held for your guests for a set period. You may or may not need to sign a contract, and you usually don't have to put down a deposit. If there are unclaimed rooms, these will be released to the public after a predetermined cut-off date.

On the other hand, a contracted room block means you'll need to sign a contract and put down a deposit, guaranteeing that your guests will book a certain number of rooms for a set number of nights. If you don't meet the minimum commitment, you could lose your deposit and/or be charged for the unclaimed rooms. This is known as the attrition clause or minimum commitment, and it's important to understand the terms before signing.

The attrition clause refers to the percentage of rooms in the reserved block that you commit to filling, usually between 70% and 90%. For example, if you've booked a block of 20 rooms, the attrition rate might be 80%, meaning you commit to filling 16 of those rooms. If you only fill 12 rooms, you'll be responsible for paying for the remaining four unclaimed rooms.

To avoid unexpected charges, make sure you carefully review the contract and ask about any phrases you don't understand. Look out for the attrition rate or clause, as well as the allowable shrinkage clause, which refers to the percentage of rooms that can be left unfilled without incurring a penalty.

It's also worth noting that some hotels may offer a courtesy block with an attrition rate. In this case, you won't be financially liable for rooms that your guests don't fill up to a certain percentage of the block. For example, if you reserve a block of 50 rooms with an attrition rate of 80%, your guests would need to fill 40 rooms. If they only fill 35, you would be responsible for paying for the remaining five unclaimed rooms.

To summarise, when blocking hotel rooms for your wedding, be mindful of the type of block you choose and the associated financial commitments. Review the contract carefully and don't hesitate to ask questions to ensure you understand your responsibilities regarding unclaimed rooms.

Guests may not get a discount

When reserving a block of hotel rooms for a wedding, it's important to understand the difference between a courtesy block and a contracted block. A courtesy block is when a group of rooms is held for guests for a set period, without the need for a contract or deposit. If there is a contract and deposit involved, it is a contracted block, and you are financially liable for any rooms that are not filled.

If you opt for a courtesy block, your guests may not get a discount on the room rate. This is because courtesy blocks are typically offered for smaller groups of under 30 rooms, and there is no guarantee that the hotel will provide a discounted rate. In this case, guests would pay the standard rate for the rooms.

However, even with a courtesy block, there is still a possibility of negotiating a discount. It is worth asking the hotel if they can offer a reduced rate for early reservations. This can be a great incentive for guests to book their rooms in advance, ensuring that the block is filled.

Additionally, some hotels may be willing to negotiate perks or upgrades if a certain number of rooms are booked within the block. These perks could include an upgraded suite for the couple's parents or the ability to book a suite at a standard room rate. By negotiating these types of concessions, you can still offer your guests added value even if they are paying the standard room rate.

It's important to note that room rates can vary significantly between hotels, so it's worth calling around to find the best rates and negotiating where possible. By reserving a courtesy block and negotiating rates and perks, you can ensure that your guests have a comfortable stay without breaking the bank.

It can be hard to coordinate with guests

Communicating with Guests

• It is important to communicate room block details to your guests as early as possible. Include this information on your wedding website, and consider emailing out-of-town guests directly with the relevant information.
• Send out reminders as the cut-off date for booking nears. Guests won't want to miss out on the discounted group rate.
• If you have to postpone or cancel your wedding, be sure to inform your guests. If you have a courtesy room block, this should be a simple process. However, if you have a contracted room block, postponing or cancelling may be more complicated, and you may have to pay a penalty.

Number of Rooms and Blocks

• The number of rooms you block will depend on your guest list. Focus on out-of-town guests, the wedding party, and immediate family. You may also want to consider offering rooms to local guests as a fallback option.
• It is recommended to reserve hotel rooms at two to three hotels to give your guests a choice and to ensure there are enough rooms.
• When deciding on the number of blocks, consider your guests' budgets. Offering a higher and lower price point will help accommodate most guests.

Location and Amenities

• It is ideal to set up room blocks at hotels close to your wedding venue, especially if you are providing transportation.
• Consider hotels that are within walking distance or a short car or shuttle ride away from the venue.
• Look for hotels with amenities that will enhance your guests' stay, such as restaurants, a pool, or airport shuttles.
• If possible, tour the hotels in person to ensure that the rooms and facilities meet your expectations.

Timing

• Reserve your room blocks as early as possible to ensure availability, especially if you are getting married during a popular time of year.
• It is recommended to block hotel rooms shortly after booking your venue, at least six months before your wedding.

By following these tips, you can make it easier to coordinate with guests when blocking rooms for your wedding.

You may need to organise more transportation

When organising a wedding, it is important to consider how your guests will get to and from the venue. If you are blocking hotel rooms for your wedding, it is likely that your guests will be staying in a hotel near your venue. This means that you may need to organise transportation between the hotel and the wedding venue.

If the hotel is within walking distance of the venue, transportation may not be necessary. However, if the hotel is more than a short walk away, you will need to arrange transportation for your guests. This could be in the form of a shuttle service provided by the hotel, or you may need to organise transportation separately.

If you have guests staying in multiple hotels, you will need to ensure that there is transportation available from each hotel to the venue. This may involve coordinating with multiple transportation companies or arranging for guests to meet at one location for pick-up.

In addition to transportation to and from the wedding venue, you may also want to consider providing transportation to other wedding-related events, such as the rehearsal dinner or post-wedding brunch. If these events are being held at the hotel, transportation may not be necessary. However, if they are being held at a different location, you will need to arrange transportation for your guests.

It is important to communicate transportation plans to your guests in advance, so they know what to expect and can plan their travel accordingly. This information can be included on your wedding website or sent to guests via email.

It can be time-consuming

Booking blocked rooms for a wedding can be time-consuming, but it is worth it to save your guests time and money. It can also be a fun experience for your guests, who may want to mingle and create their own after-party.

To start, you'll need to determine how many rooms you'll need. This will depend on your guest list, with most guests travelling in couples or sharing with friends. You'll want about half the number of rooms for the total number of guests who will need one, plus a little buffer. For example, if you have a 200-person guest list with 50-60% travelling for the celebration, you'll want to hold space for about 120 guests, which equates to 60 rooms.

Next, you'll need to figure out 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. You'll also need to shop around for the best rates. Call three to five hotels in the area to find the lowest rate. You'll be surprised at how much they can vary.

Once you've secured your hotel block, you'll want to add the information to your wedding website. If you're sending out paper invitations, you can also include the details on an accommodations card insert.

Here's a template for how to word the announcement:

> 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 [LAST NAME] Wedding and be sure to book your room by [CUTOFF DATE] to ensure you receive the discounted rate.

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

Booking blocked rooms for a wedding can be time-consuming, but it is a great way to ensure your guests have a comfortable and convenient place to stay during the celebrations.

Frequently asked questions