Why are Wedding Room Blocks so important? Do I really need a wedding room block if I’m not having a destination wedding? Who makes the wedding room block?

Wedding room blocks are so important for the guest experience, and for you to be able to relax on your wedding day. Unfortunately, at every wedding there are the guests who know no boundaries and will call you about every little thing that’s going wrong for them, because of course this isn’t one of the most important days of your life? Ha! And wouldn’t it be so easy to just check one thing off your list? For example where they are going to stay so you don’t get a million questions or even worse can they stay with you! Yes, people will ask this question too! I kid you not! So that is why we decided to write about room blocks! So many of my brides have so many questions about them and once they know it’s handled and all the information for the room block is in the invitation and/or on their own personal website, it seems to take a ton of stress off.

 

The standard “rule” for a hotel allowing a room block is for you to block off at least 9 rooms. But some will allow you to have just 5 rooms for what they call a “social room block.” Another plus of having a room block is many hotels will give you 1 room free. Always inquire about this, as you can use this room, offer this room to parents, or someone you know would really appreciate this gesture!

Before you go through the steps to finding your room block you need to decide whether you are going to have a courtesy room block or a guaranteed room block? There are some big differences between the two. The courtesy room block the hotel can only offer 10-20 rooms initially but as you fill up the rooms and they have space available they extend your room block.  This is a great option if you’re really not certain on how many people will need a room. Usually courtesy room blocks don’t have penalties if you don’t fill them up. A guaranteed room block is set in stone and you are guaranteeing to the hotel that you will fill up 80-90% of the rooms you have contacted or you will be responsible for the left over rooms in your block or a portion of the rate for the rooms you don’t fill.  For destination weddings they are pushier about signing a guaranteed room block, but for local weddings most hotels will be able to extend a courtesy room block, and those are even more likely at the hotel you are having the reception at. So now we will move on to Wedding Room Blocks 101.

The Steps to Creating the Perfect  Room Blocks

The first step is deciding how many guests you think will use the room block. Even if your wedding is not a destination for you, it may be a destination for your guests. You will need a room block. Go thorough your guest list and do an estimate of who will need a room.  A good rule of thumb is if a guest has to travel by plane or train, they need a room.

Second step is deciding where you want the room block or blocks.  I suggest having two to three options for guests:

1. 1) At the hotel you are having the ceremony or reception at and getting ready at. This room block will be filled fast by the wedding party. If you have a 10 person wedding party, you most likely have 10 rooms already filled by them and their significant other.

2) At a hotel that is walking distance from the “host hotel” that might be a little bit more reasonable. We like to make sure it’s a $50.00 difference at the least.

3) The third option is an Uber car away but still pretty close and this one can be the most economical choice. Usually a $100 Dollar difference from the “host hotel”

Third step is to find out if there are any big sporting events, parades, anything big going on around the weekend of your wedding and the room block because this may affect your room rates.  The easiest way to avoid having to deal with this is making your room blocks in advance so when it does go on the hotels radar you are already locked in with your rate for guests.

Fourth step is to call the hotels you have narrowed down and ask what the policies are for a room block. The questions you want to ask are:

1) Do they have rooms with double beds and if so how many? You want to make sure you get a few of these reserved for your room block for families.

2) What is the cancelation policy?

3) What happens if you don’t fill up your whole room block? What happens if you go over the number of rooms?

4) Do you have to sign a contract?

5) What dates will they hold for the room block? (most hotels will hold 2-3 days before the day of your event and up to 7 days after the day of your event, but it is always good to ask)

6) What is the cutoff date for your room block (the cutoff date is the day you have until the hotel will let go of the rooms you have reserved or if you have a guaranteed room block the day they will charge you for the rooms that have not been filled.)

Lastly, once you have the room blocks booked and have signed the appropriate contracts and have a confirmation from the hotels you want to include all of this information in your invitations. Hotels may give you a confirmation code for online use and that is also good to include. If you have a lot of out of town guests, you may want to included this information on the Save the Date.

Are you ready to start booking your wedding room blocks? It’s probably the least glamorous part of the wedding planning process but it is essential to the wedding guest experience! Happy Planning!