How to book a hotel block for weddings? (LASTEST GUIDE 2023)

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Suppose you have guests coming from out of town for your wedding. In that case, providing them with accommodation is important because you don’t want them unexpectedly intruding on the bridal suite! Hence, setting up a designated hotel block for weddings is essential for guests to stay together. So, Viva Wedding Photography is here to help you. Whether you contact the hotels or utilize a reservation platform, we have all the information you require to arrange it successfully.

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.

Hotel Block For Weddings
Hotel Block For Weddings – Photo by: Cactus Collective Wed

Besides, a hotel room block refers to a collection of guest rooms that a hotel reserves for an event at a previously agreed-upon group rate, with the attendees responsible for booking and covering the costs. A hotel room block typically entails a minimum of ten rooms and can extend up to 30 rooms.

Local Hotels for Weddings

When planning a wedding in your vicinity, securing a group of rooms at a conveniently located hotel close to your chosen venue is beneficial. In many cases, if you need around 20 to 30 rooms, reserving blocks at two or three hotels is common, giving your guests options for both location and pricing.

If you have opted to host your wedding at a hotel, you may explore reserving a room block as part of your wedding package. However, it is not obligatory, as you can reserve a block of rooms at alternative hotels within the local area.

Destination Wedding

When it comes to destination weddings, similar considerations come into play. If you’re organizing a wedding at a resort, one of the enjoyable aspects is the extended time spent with your guests. That’s why destination wedding packages often include a room block, ensuring all your guests have a designated place to stay.

If a destination wedding takes place in a city or region with numerous accommodation options, you might decide to provide your guests with more choices. However, remember that this approach would be more worthwhile if you have a large guest list.

Courtesy room block vs. Contracted room block

Regarding destination weddings, your chosen resort or hotel venue might include a courtesy room block as an added perk in their packages. With a courtesy room block, you are not financially obligated to fill the rooms, even if it’s specified in your contract.

On the other hand, a contracted hotel block for weddings entails negotiated terms that must be adhered to, such as a deposit, cancellation policy, minimum bookings, and so on.

Group Booking Perks

Apart from securing a discounted room rate, reserving a hotel block for weddings 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 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

How Many Rooms Should You Block for a Wedding?

Hotel Block Wedding
Hotel Block Wedding – Photo by: Kimpton Gray Hotel

To accurately determine the number of rooms that need to be reserved, consider answering the following questions:

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. For instance, you might anticipate around 80% of guests for a local wedding and 100% for a destination wedding.

For example: If you have 50 out-of-town guests, dividing that number by 2 gives you 25 households. So, assuming that 80% of these households will book a hotel room, it translates to approximately 20 potential hotel rooms.

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.

3. Will any members of your wedding party or immediate family require accommodations?

Sometimes, even if they live locally, wedding party members and family members 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.

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.

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How To Book a Hotel Block For Weddings?

Block Hotels For Wedding
Block Hotels For Wedding – Photo by: Mark Trela Photography

Before reserving a hotel block for weddings, consider a few important factors. These include the number of rooms needed, proximity to your reception venue, the duration of stay required, desired amenities, and the price range you have in mind.

Reservations as early as you can

It is highly recommended to book your accommodations early, ideally as soon as you have finalized your wedding date and venue. 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.

Amount of Hotels

If your wedding 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. However, there are circumstances where it is recommended to reserve a hotel block for weddings with a minimum of 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 higher-than-average 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.

Make direct contact with the hotels

When reserving a hotel block for wedding guests, 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.

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.

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. From 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 2023

Methods for Guests to Reserve Rooms for the Wedding

Hotel Block For Wedding
Hotel Block For Wedding – Photo by: Little Lane Events

After establishing a hotel block for weddings, most hotels will furnish you with a website link to distribute to your guests. This link enables them to make their hotel room bookings and payment arrangements. Alternatively, the hotel may provide you with contact details for a destination wedding planner or a designated room block coordinator who can assist your guests in making their reservations.

Way to Inform Guests About Your 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.

>>> Furthermore: 7 Small Wedding Ideas On A Budget For Your Dream Celebration

Hotel Block For Wedding Etiquette

What should be the price range for my hotel blocks?

If you plan to reserve multiple hotel blocks for the 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?

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.

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In conclusion, this “hotel block for weddings” guide provides valuable insights and tips for couples planning their special day. By understanding the importance of reserving a block of hotel rooms, considering factors like location and amenities, and effectively communicating the information to guests, couples can ensure a seamless and enjoyable experience for all.

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