Hotel Room Blocks 101 (Plus 6 Expert Tips)
Finding accommodations for your wedding guests is an important step in planning your big day. Although guests are technically responsible for finding their own lodging it’s always helpful to provide some guidance (especially for out-of-towners). Hotels allow individuals to reserve a certain number of rooms for groups and events called a room block. This allows all of your guests to stay in one or two locations and makes for a smoother wedding weekend overall.
What is a room block?
A hotel room block is a set of 10+ rooms that are reserved for a group (like wedding guests) at an agreed upon rate. Rooms in a block are not available for booking by the general public.
What are the benefits of booking a room block?
Room blocks ensure that out of town guests have somewhere to stay during your wedding weekend. Additionally, group rates can be anywhere from 15%-40% lower than standard room prices, which makes reserving a block a no-brainer.
How far in advance should I book a hotel?
Experts say that you should book your hotels 8 months before your wedding date. At the very latest you should have rooms reserved by the time you send out your invitations (about 3 months before the wedding date).
Download our Wedding Planning Checklist to keep you on track
How to book a room block?
If your venue has accommodations onsite you should start there. There are tools out there that can do some of the legwork for you (like HotelPlanner), otherwise you’ll need to reach out directly to the sales manager at your desired hotel to arrange a room block. Just like you toured your wedding venue you can visit the hotel in person to be sure the facility suits your needs. You’ll need to provide the dates you’d like to book, the number of rooms you’ll need, and any special requests you have at this time. You should aim to book rooms at no more than 3 different hotels.
What does a contract look like?
Here’s some of the most common terminology you’ll see in a hotel contract:
Courtesy block: A number of rooms that are set aside for your group until a predetermined cutoff date. These rooms do not typically receive a discount.
Deposit: The amount required to reserve a contracted room block (typically the cost of one night’s stay).
Allowable Shrinkage: The number of rooms allowed to go unfilled with no penalty.
Attrition Clause: The number of rooms that must be filled. Failure to book the number of rooms you’ve guaranteed by a certain date can result in a penalty.
Mitigation/ Re-Sell Clause: If you are unable to fill the rooms in your block the hotel is required to try to resell these rooms. If the hotel is able to re-book the rooms in your block you won’t face those pesky attrition fees.
Cancellation Policy: There may be a penalty or fee if you choose to cancel your room block so read through the cancellation policy carefully!
Who pays for rooms?
Guests are responsible for booking their own rooms.
How do I communicate information about the room block to guests?
You’ve gone through the hassle of securing rooms, so be sure your guests know their options. Put information about your arranged accommodations on your wedding website and invitations. This will save you from being on the receiving end texts and emails from confused guests later on!
Expert Tips
1. Don’t overestimate the number of rooms you need
Most hotels will start you off with 10 rooms in your block. Remember, it’s easier to add rooms to the block later on than to take them away!
2. Consider location and amenities
Do your research into the local area. Your hotel shouldn’t be any further than 30 minutes from your venue. What else does the hotel have to offer? For example, at our property the Stage House Inn we provide complimentary transportation and have a private function room available for rehearsal dinners and send-off brunches.
3. Think about different price points
One size doesn’t always fit all when it comes to hotels. Give your guests several different options to fit their budgets.
4. Remind your guests about deadlines
You don’t want to be hit with fees because guests are being slow to book their rooms. Don’t be afraid to send dawdlers a reminder when your deadlines start to creep up.
5. Ask for extras
It never hurts to ask for upgrades or complimentary services like free wifi, welcome bag dispersal, or transportation.
6. Book as early as possible
At smaller properties like the Stage House Inn with a limited number of rooms you need to act fast to secure rooms. It’s never too early to book!
If you’d like more information on reserving the Stage House Inn contact them today. And don’t forget to check out all of our preferred hotels here.