Planning a wedding comes with a multitude of details, and one important consideration is where your guests will stay. Reserving a wedding room block at a hotel near your wedding venue can ensure that your wedding guests have a convenient, affordable option, and it also makes logistics easier for everyone.
What is a wedding room block?
A room block is a reservation of 10 or more hotel rooms at a specific location, known as your "host hotel" for the wedding. This hotel is usually close to your ceremony or reception location, making it easily accessible for guests. When you reserve a room block, you enter into an agreement with the hotel to secure a discounted rate for your guests on a specific number of rooms, based on your needs and the hotel's inventory.
Keep in mind, a room block is a contractual agreement with the hotel, so it’s essential to review the contract carefully to understand what commitments you and your guests are making. Most traditional room blocks come with an attrition clause—a commitment to pay for a percentage of the reserved rooms, typically 80-90%.
For example, if you reserve a 20-room block with an 80% attrition clause, you are financially responsible for booking 16 of those rooms. If fewer than 16 rooms are booked by your guests, you will need to cover the difference.
When Should You Book a Wedding Room Block?
It’s best to book your room block about 7-10 months in advance of your wedding date. Hotel rates fluctuate based on availability and can be affected by major events in the area, such as conventions, concerts, and city-wide events like the Chicago Marathon or Lollapalooza. To lock in the best rates, especially in large cities like Chicago, secure your block as early as possible.
Can You Negotiate Your Wedding Room Block Rate?
Yes! The room rate itself can sometimes be negotiated, especially if you’re booking a large number of rooms. There may also be flexibility in other contract concessions during negotiations. Here are some key items to consider:
Parking / Valet Rates: Request discounted or free parking for your guests.
Welcome Bag Drop Fees: See if the hotel can waive fees for distributing welcome bags.
Room Upgrades: Ask for a few upgraded rooms based on the number of rooms booked.
Attrition Rate: Negotiate the attrition rate as low as possible to reduce financial liability.
Courtesy Block Size: Request the maximum number of rooms for a courtesy block.
Cut-Off Date: Aim to have the cut-off date as close to your wedding date as possible, giving guests more time to book.
Free Wi-Fi: Complimentary Wi-Fi is always a plus for guests.
Shuttle Transportation: See if the hotel can provide shuttle service to the wedding venue.
Breakfast Vouchers: Negotiate breakfast vouchers for your guests.
Loyalty Points: Some hotels may offer loyalty points for the rooms booked.
Getting Ready Room: Ask if the hotel can provide a conference room or hospitality suite for you and your wedding party to get ready, keeping your newlywed suite clean and fresh for the night.
Pro Tips for Booking Your Wedding Room Block
Consider Multiple Hotels: If your wedding isn’t at the host hotel, it’s often a good idea to reserve room blocks at 2-3 nearby hotels to give guests options at different price points.
Request a Courtesy Block: If possible, request a courtesy agreement so you’re not financially responsible for any unbooked rooms.
Give Priority Access: Send the booking link and rate information to your wedding party and immediate family first to ensure they have priority access to reservations.
Negotiate Contract Concessions: Don’t be afraid to negotiate terms. Hotels may offer flexibility in areas like attrition percentage, room upgrades, and amenities.
Communicating with Your Guests
Make sure to provide all essential information to your guests, including the room rate, cut-off date, and booking link. You can include these details in your wedding invitation suite or on your wedding website to make it easy for guests to access and book their rooms.
By understanding and utilizing room blocks, you can make your wedding guests’ experience seamless and enjoyable. Plus, with these wedding room block tips, you’re now ready to secure the best rates, meet your room requirements, and keep everyone comfortably accommodated for your special day.
Blog Post Written by:
Wedding & Event Planner: Tionna Van Gundy
Photo Credits:
ZuluFoto
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