Hotel Wedding Room Block

Hotel room blocks for your wedding guests should be a top priority as you plan your wedding. Many people feel confused about hotel room blocks. But there is no need to feel overwhelmed. Find all the answers you need here and steps to booking your wedding room block.

How do hotel blocks work?

Hotel blocks consist of a set number of rooms set aside for a set number of days for a specific group. In your case, your family and friends that will be attending your wedding. Typically, the couple or parents will contact a hotel sales manager for groups at a local hotel near the wedding venue. Based on the number of anticipated guests traveling to the wedding and needing overnight lodging, the sales manager will hold a set number of rooms for the group at a discounted nightly rate. A direct link and code are provided to the couple or parents to distribute to their guests. Using the direct URL link or discount code provided, your guests can reserve these rooms at the agreed discounted rate. This process allows the hotel to provide an up-to-date guest list at any time, especially helpful at check-in, if you would like to offer gift bags.

How many rooms to block for a wedding?

Chances are you need fewer rooms in your wedding block than you initially imagine. Some of your guests will stay with family and friends in the area. Other guests will rent a nearby Airbnb, cabin, or stay at a nearby resort. The rest will want to stay at the hotel of your choosing. Especially if the hotel is providing a courtesy shuttle between the hotel and your wedding venue. A great place to begin is to ask for six rooms two nights before your wedding, 20 rooms the night of the rehearsal, 20 rooms the night of the wedding, and six rooms the day after the wedding. A wedding room block of this size gives your guests the ability to arrive early or stay late if they would like to enjoy the local sites. And most times In wait will provide enough rooms for the guest that would like to stay at the hotel. The best part of this is that a block of this size is most often considered a courtesy hotel block.

What is a courtesy hotel block?

A courtesy hotel block is a wedding room block that is not financially guaranteed by you. The agreed-upon guest rooms are held for the wedding guests. However, you are not financially responsible for any unused hotel rooms. Most hotels are happy to hold up to 20 rooms per night as a courtesy. However, if you feel that you will need more than 20 rooms per night for your guests, you may need to look into a hotel wedding room block with an attrition rate.

What is an attrition rate hotel block for a wedding?

Attrition is a term that hotels use to describe the minimum number of paid room nights (typically given in percentage value of the total room nights) required to hold a certain amount of rooms for your wedding party. For example, let’s say you have a 40-room block for two nights booked at your hotel, and there’s an attrition policy in place that requires your guests to book 80% of those 80 rooms by 30 days before the wedding. In this case, you need your guests to reserve at least 64 of the 80 rooms in order not to be financially responsible. If 30 days before your wedding, only 60 rooms are booked, you will need to pay for the four rooms not picked up. Attrition rates vary widely among hotels, and many hotels bypass this but may have other ways of guaranteeing a particular number of bookings.

How far in advance should I block hotel rooms for a wedding?

Creating a hotel room block for your wedding could be one of your top priorities, especially if you are in an area with numerous wedding venues. At the very least, you should reach out to a local sales manager at a hotel 6 to 9 months before your wedding date. You can always renegotiate your contract with your hotel if you need additional rooms. However, it is best to start making those travel arrangements early to ensure that all of your guests have lodging, especially if you would like for them all to be at the same hotel.

How to get a block of rooms for a wedding.

To contract for a block of rooms for your wedding, contact a sales manager for wedding groups at a hotel near your wedding venue. Preferably you should select a hotel that is within 15 miles of your wedding venue. Choosing a nearby hotel provides easy access for guests that will be driving to the wedding venue. It also makes it possible for the hotel to give a courtesy wedding shuttle to and from the wedding venue.

Hotel accommodations for wedding guests templates.

Below are several templates that may be helpful as you plan for your hotel wedding room block. While contracts and policies differ at each hotel, these should give you an idea of how hotel accommodations are structured for wedding guests in a hotel wedding room block.