How Does Wedding Hotel Block Work

If you are planning a wedding, one of the things you might need to consider is how to accommodate your out-of-town guests. You want them to have a comfortable and convenient place to stay during your wedding weekend, but you also don’t want them to spend a fortune on hotel rooms. That’s where wedding hotel blocks come in handy.

A wedding hotel block is a reservation of a group of rooms at a hotel for your wedding guests at a discounted rate. By booking a hotel block, you can ensure that your guests will have a place to stay near your venue and save them time and money on finding accommodation. In this article, we will explain how wedding hotel blocks work, how to book them, and some tips and etiquette to follow.

What are the benefits of booking a wedding hotel block?

Booking a wedding hotel block has several advantages for both you and your guests. Some of the benefits are:

You can secure a lower rate for your guests than the standard or online rates. According to WeddingWire, group rates are usually 15% to 40% lower than standard rates.
You can guarantee that your guests will have a place to stay, even if the hotel is fully booked or the prices go up due to high demand.
You can make it easier for your guests to travel to and from your venue, especially if you arrange transportation or shuttle service between the hotel and the venue.
You can create a sense of community and camaraderie among your guests, as they will be staying at the same hotel and can mingle and socialize before and after the wedding events.
You can enjoy some perks and amenities from the hotel, such as complimentary rooms, upgrades, welcome bags, breakfast, parking, etc., depending on the contract and the number of rooms booked.

How do you book a wedding hotel block?

Booking a wedding hotel block is not as complicated as it may seem, but it does require some research and negotiation. Here are the steps you need to follow:

Determine how many rooms you need. This depends on your guest list and how many people are traveling from out of town. You can use an online tool like HotelPlanner to estimate the number of rooms you need based on your guest count and location. You can also send out save-the-dates or RSVP cards with a question about accommodation preferences to get a more accurate idea of how many rooms you need.
Find hotels near your venue. You can use online platforms like The Venue Report or Pearl to find hotels that offer wedding room blocks in your area. You can also ask your venue for recommendations or referrals, as they may have partnerships or discounts with nearby hotels. You should look for hotels that match your style, budget, and guest needs. For example, if you have families with children attending, you may want to look for hotels that have suites, pools, or kid-friendly amenities.
Request group rate proposals from multiple hotels. Once you have a shortlist of hotels that interest you, you should contact them and ask for their group rate proposals. You should provide them with some basic information, such as your name, contact details, wedding date, number of rooms needed, preferred room types, check-in and check-out dates, etc. You should also ask them about their policies and terms regarding room blocks, such as minimum and maximum number of rooms, cut-off date, attrition rate, cancellation policy, etc. You should request proposals from at least three hotels to compare their offers and negotiate the best deal.
Review and compare the proposals. After receiving the proposals from the hotels, you should review them carefully and compare them based on several factors, such as price, location, amenities, services, contract terms, etc. You should also check the reviews and ratings of the hotels online to get a sense of their quality and reputation. You should choose the hotel that offers the best value for your money and meets your expectations.
Sign the contract and secure the room block. Once you have decided on the hotel that you want to book for your wedding room block, you should sign the contract and pay any required deposit or guarantee fee. The contract should include all the details and terms that you agreed upon with the hotel, such as room rate, number of rooms, cut-off date, attrition rate, cancellation policy, etc. You should read the contract carefully before signing it and make sure that everything is clear and accurate. After signing the contract, you should receive a confirmation from the hotel with your room block information.

What are some tips and etiquette for booking a wedding hotel block?

Booking a wedding hotel block is not only about finding the best deal for your guests; it is also about being courteous and respectful to both the hotel staff and your guests. Here are some tips and etiquette that you should follow when booking a wedding hotel block:

Book early. The sooner you book your wedding room block, the better chances you have of getting a good rate and availability. Ideally, you should book your room block at least six to nine months before your wedding date, or even earlier if you are getting married during a peak season or a popular destination.

Book multiple hotels. If you have a large guest list or a diverse group of guests, you may want to book room blocks at two or more hotels at different price points and locations. This way, you can give your guests more options and flexibility to choose the hotel that suits their budget and preferences. However, you should not book more rooms than you need, as you may end up paying penalties or fees for unused rooms.

Communicate with your guests. You should inform your guests about your wedding room block as soon as possible so that they can make their reservations and plan their travel accordingly. You can include the hotel information on your wedding website, save-the-dates, invitations, or welcome letters. You should also provide them with the booking instructions, such as the reservation link, phone number, group code, cut-off date, etc. You should also remind them to book their rooms before the cut-off date, as the rooms may not be available or maybe more expensive after that date.
Negotiate the best terms. When booking a wedding room block, you should try to negotiate the best terms and conditions with the hotel, such as the lowest possible rate, the highest possible attrition rate, the most flexible cancellation policy, etc. You should also ask for any perks or incentives that the hotel may offer, such as complimentary rooms, upgrades, welcome bags, breakfast, parking, etc. You should also ask for a courtesy room block if possible, which means that you don’t have to pay any deposit or guarantee fee and you are not liable for any unused rooms.

Be respectful and grateful. Booking a wedding room block is a business transaction, but it is also a relationship between you and the hotel staff. You should be respectful and grateful to the hotel staff who are helping you with your room block and treat them with kindness and professionalism. You should also thank them for their service and cooperation and leave them a positive review or feedback after your wedding.

Booking a wedding hotel block is a great way to accommodate your out-of-town guests and make them feel welcome and comfortable during your wedding weekend. By following the steps and tips in this article, you can book a wedding room block that suits your needs and budget and provides a pleasant experience for your guests.

FAQs

Q: How many rooms can I book in a wedding hotel block?

A: The number of rooms that you can book in a wedding hotel block depends on the hotel’s availability and policies. Most hotels have a minimum of 10 rooms to reserve a room block, but some may have higher or lower minimums. You should also consider how many guests are traveling from out of town and how many rooms they will need.

Q: How much does it cost to book a wedding hotel block?

A: The cost of booking a wedding hotel block depends on the hotel’s rate and terms. Some hotels may charge you a deposit or guarantee fee to secure the room block, while others may offer you a courtesy room block without any upfront payment. You may also have to pay penalties or fees for any unused rooms if you don’t meet the attrition rate or cancellation policy.

Q: How do I find hotels that offer wedding room blocks?

A: You can find hotels that offer wedding room blocks by using online platforms like HotelPlanner, The Venue Report, or Pearl, which can help you find and compare hotels near your venue and request group rate proposals from them. You can also ask your venue for recommendations or referrals, as they may have partnerships or discounts with nearby hotels.

Q: How do I communicate with my guests about my wedding hotel block?

A: You should communicate with your guests about your wedding hotel block as soon as possible so that they can make their reservations and plan their travel accordingly. You can include the hotel information on your wedding website, save-the-dates, invitations, or welcome letters. You should also provide them with the booking instructions, such as the reservation link, phone number, group code, cut-off date, etc.

Q: How do I negotiate the best deal for my wedding hotel block?

A: You can negotiate the best deal for your wedding hotel block by requesting group rate proposals from multiple hotels and comparing them based on several factors, such as price, location, amenities, services, contract terms, etc. You should also ask for any perks or incentives that the hotel may offer, such as complimentary rooms, upgrades, welcome bags, breakfast, parking, etc. You should also ask for a courtesy room block if possible, which means that you don’t have to pay any deposit or guarantee fee and you are not liable for any unused rooms.