Booking hotel room blocks for your wedding guests may not top your list of glamorous tasks, but it’s an essential step. You definitely don’t want your guests scattered across town or, worse, left without a place to stay. Here’s how to handle the process smoothly, ensuring everyone has a cozy spot to rest after the celebrations.
Why Book Hotel Room Blocks?
Even if your wedding isn’t a destination event, you’ll likely have some out-of-town attendees. Securing a block of rooms at nearby hotels simplifies logistics, keeps your guests close to the venue, and often locks in discounted rates.
Meg Ryan, Hotel Manager at The Hotel Weyanoke, says, “Hotel room blocks are perfect when you want as many people as possible in one place for logistical or transportation reasons, or if you’re hoping to keep people near the actual wedding to avoid a scattered crowd.”
The best part? You and your guests will likely score a discounted rate. The amount of the discount varies by hotel but typically starts around 20% and can go even higher.
Start Early to Get the Best Options
Timing is key. If your wedding coincides with peak travel seasons or takes place in a location with limited accommodations, start contacting hotels at least six months in advance. This gives you a better shot at securing the best rates and room availability.
Consider the size of your guest list and whether multiple hotels might be necessary to accommodate different budgets. Offering a range of price points makes it easier for your guests to find something that suits their needs.
When I booked hotel room blocks for our wedding in Miami (where hotel prices can be steep), I made sure to reserve rooms at a high-end hotel that I knew some guests would love, as well as a more budget-friendly option so everyone could choose what worked best for them.
To streamline the process, tools like Joy make booking hotel blocks less expensive for you and guests, and often it’s an easier process. For instance, Joy lets you secure room blocks without putting up a credit card, and provides exclusive group rates with discounts up to 30% off and no cancellation fees if your rooms aren’t booked. Plus, they offer a personal travel concierge to handle booking questions, easing some of the stress.
Understand the Types of Room Blocks
When booking room blocks, you generally have two options: courtesy blocks and contracted blocks. Courtesy blocks don’t hold you financially responsible for unsold rooms, but they often have a cutoff date for reservations. Contracted blocks, on the other hand, require a financial commitment and may include an attrition rate clause, specifying the percentage of rooms that must be filled to avoid penalties.
Ryan explains, “Courtesy blocks are usually free of clauses holding you financially responsible for unsold rooms within the block. The main requirement is that all reservations are made before a cutoff date, typically thirty to ninety days in advance. Rooms not reserved by the cutoff date are released and sold at market price.”
For larger weddings, contracted blocks might be necessary due to the number of rooms required. These are typically secured with a contract and a credit card on file. Pay close attention to the attrition rate clause in these contracts. Ryan notes, “If you block off 20 rooms for your wedding but only 13 rooms are booked, and your contract states an attrition rate of 75%, you’ll need to pay for the two unused rooms.”
Negotiate and Document Everything
Don’t hesitate to negotiate for perks like free Wi-Fi, parking, or breakfast. Hotels are often willing to offer extra benefits to win your business. Once you reach an agreement, get everything in writing. This includes room rates, cancellation policies, and any negotiated perks like a room upgrade for the couple getting married or the distribution of welcome bags. Some hotels even charge for this, so it’s crucial to outline everything ahead of time.
Some hotels offer middle-ground solutions. “We offer wedding rates attached to a discount code instead of holding a block of rooms,” says Ryan. “This way, there’s no contract for the couple to sign, and they aren’t financially responsible for unused rooms. This is a key question to ask before making a down payment or signing a contract.”
You might also consider consulting a travel agent or using a platform like Joy, which goes a step further by offering premium perks and upgrades. From bridal suite upgrades to complimentary spa experiences and special in-room amenities for your wedding guests, these systems help you secure the best possible benefits.
Communicate Clearly with Your Guests
Once you’ve secured your room blocks, share the details with your guests. Include the information in your wedding invitations or on your wedding website, and highlight any booking deadlines to encourage timely reservations.
As mentioned earlier, start planning your welcome bags for out-of-town guests. Coordinate with the hotel to find out when you can drop these off and when they’ll be handed out to guests (and if there’s a fee for this service).
Booking hotel room blocks might not be the most thrilling part of wedding planning, but it’s crucial for ensuring your guests have a comfortable stay. By starting early, understanding your options, and using tools to simplify the process, you can create a seamless experience for your guests and enjoy peace of mind knowing everyone’s taken care of!
Some links in this post may be affiliate links, which means we may earn a small commission if you make a purchase through them. Thank you for your support!
