Planning a wedding with out-of-town guests? They shouldn’t crash your bridal suite, right? If so, wedding hotel room blocks can save the day! Not only do they make things like wedding planning and transportation easier, but they also allow your guests to mingle and enjoy their after-party. From our experience, how to book a hotel block for a wedding properly may not be daunting, but it can take time because attendees have different tastes and budgets. How can you satisfy everyone? Chin up! Viva Wedding Photography has helpful tips and tricks that greatly simplify your booking process.
What is a hotel block for weddings?
A hotel block for wedding guests entails reserving a designated group of hotel rooms for attendees. When couples organize their special day, securing a block of rooms at a preferred hotel or multiple hotels near the venue is traditional. This arrangement guarantees convenient and well-coordinated accommodations for their guests, ensuring a smooth experience throughout the festivities. Typically, a wedding hotel block entails a minimum of ten rooms and can extend up to 30 rooms.
How To Reserve a Block of Hotel Rooms for Wedding?
Before reserving a hotel block for weddings, consider a few important factors:
1. Decide how many rooms you will need
To accurately determine the number of rooms that need to be reserved, consider answering the following questions:
1.1. How many guests from out of town are you anticipating will require accommodation?
To estimate the number of households requiring accommodations, you can divide the total number of attending guests by two. Afterward, you can make an estimate based on the percentage of out-of-town guests likely to book a room.
Based on our experience, about 80% of guests will book a hotel room for a local wedding; with a destination wedding, this number is almost 100%. So, if you have 50 out-of-town guests at your local wedding, dividing that number by 2 gives you 25 households. Assuming that 80% of them will book accommodation, it translates to approximately 20 potential hotel rooms.
1.2. How long do you anticipate they will stay?
Consider the distance your guests will be traveling and the schedule of your wedding events to determine the duration of their stay.
1.3. Will any members of your wedding party or immediate family require accommodations?
Sometimes, even if they live locally, members of the wedding party and family may choose to stay at the hotel to enhance their overall wedding experience. It’s a good idea to contact them in advance to secure their room reservation and ensure they are booked accordingly.
1.4. Guests who live nearby or in the same city as the wedding
Similarly, local wedding guests who prefer not to drive home after the celebrations may also require accommodations. Estimating their numbers can be more challenging, so it is advisable to avoid reserving rooms on their behalf initially. Instead, consider offering any remaining available rooms closer to the event date to ensure you fulfill your booking commitment.
>>> Maybe you love: Top Wedding Entrance Songs For a Memorable Reception
2. Determine how many hotels you will need
When booking hotel blocks for wedding, if your nuptial venue offers on-site accommodations, you should begin your search there. Inquire with the venue manager about room rates and potential early reservation discounts for your guests. If you are still uncertain about the number of hotels you should book, here are some circumstances where it is advisable to reserve at least two hotels:
- If you are planning a destination wedding with many out-of-town guests.
- If you have chosen a hotel for your wedding venue with promotional prices lower than the usual room rates.
- If your guest list is larger than usual, exceeding 140 guests.
- If you desire to provide your guests with a variety of price options to choose from.
3. Make direct contact with the hotels
When reserving a wedding hotel block, it’s best to focus your search on two or three hotels and contact them directly. During your call, provide the room block coordinator with the expected dates of your guests’ stay and any specific requests you have, such as delivering welcome bags or arranging airport transportation.
Besides, inquire if the hotel can provide regular updates on the bookings made by your guests, allowing you to add more rooms if necessary.
Tips on How to Book a Hotel Block for a Wedding
4. Reserve as early as you can
It is highly recommended to book your wedding hotel block early, ideally as soon as you have finalized your wedding date and venue. If your wedding date falls on a holiday or the weekend of a major local event or conference, booking your room blocks at least 10-12 months in advance is advisable.
Doing so will secure the most favorable rates for your guests and enable them to plan their travel arrangements promptly upon receiving the save-the-date notifications.
5. Book hotels near each other
While it’s important to choose a hotel block for weddings conveniently located near your wedding venue (ideally within a 15 to 20-minute distance in a city), it’s even more crucial for the hotels to be near each other. This arrangement simplifies transportation logistics, making it easier for guests to reach various wedding-related events like brunch or after-parties.
Moreover, if you’re providing transportation services, having the hotels close together means that the designated vehicle only needs to make one stop where everyone can gather. Ultimately, this setup saves time and enhances overall efficiency.
6. Be Negotiate
When deciding between two hotel blocks for weddings, it’s important to maintain open communication with the salesperson. Feel free to inquire whether they can accommodate your requests, such as adding more rooms to the block or adjusting the rate. While it’s not guaranteed, it’s worth asking if you’re facing difficulties in making a decision. Based on our experience, there is often some flexibility in rates, with potential adjustments ranging between $10 and $30, as well as the possibility of adding up to five additional rooms to the block.
Additionally, don’t hesitate to inquire about special deals for you and your spouse. Some hotels may offer complimentary accommodation for the couple on their wedding night as part of the block incentives. You can also explore discounted rates for any auxiliary events held at the hotel. If you choose to book a brunch simultaneously with the block reservation, you can even request a 10 percent discount when booking.
>>> Recommend reading: 25 Essential Questions To Ask A Wedding Venue In 2024
7. Know the Advantages of Group Booking Perks
Apart from securing a discounted room rate, reserving block hotel rooms for wedding can provide additional advantages. It’s important to be prepared to inquire about the inclusions and have a list of specific requests ready. Some of the potential enhancements and benefits you can expect are as follows:
- A complimentary room is provided for the bride and groom
- The option for early check-in or late check-out
- Complimentary Wi-Fi access
- Turn down service for added comfort
- Distribution of welcome bags to the rooms
- Access to a hospitality suite
- Transportation services, either to and from the wedding venue or airport
Wedding Hotel Block Etiquette
What should be the price range for my hotel blocks?
If you plan to reserve multiple hotel blocks for wedding, catering to different budgets is important. While some guests may prefer luxurious five-star accommodations, others prefer more affordable options.
When selecting your blocks, it’s advisable to have a price difference of around $40 to $50, especially if the higher-priced hotel exceeds $200 per night. This ensures that you can accommodate the preferences and budgets of all your guests.
Who pays for hotel blocks?
According to traditional wedding hotel block etiquette, the hotel reservation person should be responsible for paying for their room. This means that it is not the couple’s or the wedding host’s obligation to cover the accommodation expenses for the guests.
How do you inform guests about your wedding hotel block details?
One of the most effective ways to share your hotel block details is by including them on your wedding website. This ensures that all your guests are well-informed and can conveniently access more information about the available accommodation options with just a click.
If you have out-of-town guests, providing additional details on how to reach the venue or whether transportation will be arranged from the hotel is a thoughtful gesture. Additionally, consider including contact information for your wedding planner or a designated family member on your website so guests can easily reach out to them if they have any questions regarding directions or accommodations.
>>> Read more:
- Stunning Wedding Flowers On A Budget: Tips And Ideas In 2024
- Wedding Vendor Checklist: Best Wedding Suppliers In 2024 to Know
- Top 40 Wedding Sen-off Ideas To Make Your Exit In Style
Booking a hotel block for guests can be a time-consuming task, but it’s worth the effort to ensure that your guests have a comfortable and convenient place to stay. By following these booking tips from Viva Wedding Photography on how to book a hotel block for a wedding, you can make the process as smooth as possible. Remember, booking a hotel block is just one of the many details in planning your nuptials. By taking care of this task early on, you can focus on other aspects of your big day. Congratulations on your upcoming wedding!