(Closed) Blocking rooms at a hotel for guests

posted 7 years ago in Logistics
Post # 3
48 posts
  • Wedding: November 2011

Try Hotelplanner.com, its super helpful…  You can also call hotels directly and find out the rate that they will offer you.  It took me a really long time to get this done, but such a relief once it was finalized.

Post # 4
376 posts
Helper bee
  • Wedding: October 2011

We are using a Best Western down the street from our venue. It was one of the first places we called because, like you, we had no idea how anything was done re: reserving a block of rooms! They told us that we needed to call a few months before the date (we are planning on calling them six or seven months ahead, so sometime in the next few weeks). They will reserve a block of rooms (however many you want) – just like any reservation, they require your credit card information, but don’t actually put any hold on the account. As your guests check in, your credit card information will be removed and theirs substituted. Hope this helps! I know that this information is specific to Best Western, but I imagine it’s pretty standard across hotel chains. I’ll post back here once we’ve actually gotten the block of rooms reserved.

Post # 5
31 posts
  • Wedding: June 2011

We booked our rooms at Best Western 4 months ago.  Super easy process.  Just let them know that you are wanting to reserve a block of rooms for your out of town wedding guests.  You will need to have at least 10 in the block in order to get the group discount rate.  Our guests will be paying $80.90 plus tax for their rooms.  Also, since we have the group rate setup they gave us our wedding night suite for free!!!  They will ask for yours’ and fiances last name and that is what the block will be under so when your guests call in just make sure they let the hotel agent know that they are with the ______wedding to get the group rate 🙂  When we blocked our rooms they did not require a cc to hold them.  The block of rooms will expire 1 or 2 weeks prior to the event so they advised us to call around 2 weeks prior to wedding to see if the rooms are filling up and if need be we can add more at that time, if they are vacant, of course!

Post # 6
1398 posts
Bumble bee
  • Wedding: May 2012

My brother works in Group Sales for Marriott Hotels, he deals with this every day. Most hotels will require at least 10 rooms be blocked, for a wedding. Usually, the more rooms you block, the better your rate will be. IF you are having your wedding or reception at the hotel, they can package this for you, discounting your ballroom or meeting space as well. Call the hotel directly and ask to speak to their group or convention sales person and they will walk you through the process.

Post # 7
126 posts
Blushing bee
  • Wedding: December 2011

We went in to talk to a few hotels in the area of our reception.  They each quoted us a different rate, but after looking online, it is actually less for the guests to book with the regular non-group rate.  I thought it was best to go in and actually see the rooms/hotels.

Post # 8
50 posts
Worker bee
  • Wedding: December 2012

A room block is when you reserve a number of rooms at a hotel for out of town wedding guests. The main reason you do this is that hotels will give a discount when all the rooms are blocked at one hotel.

Room blocks are nice because sometimes the hotel will give you a free room with 10 rooms booked. So you can get your room for free. Some will give free tickets to use at their restaurant for breakfast. Finally some will provide a free shuttle with 10 rooms booked. That way your guests can have transportation if they are big drinkers

Plus, wedding guests tend to like to stay with other guests so they can hang out.

When blocking rooms, most hotels will let you block up to 20 rooms a night without any deposit or formal contract. They will “hold” these rooms till about three weeks before the wedding and any unreserved rooms will be released to the general public for sale.

Here is a set of articles that you can read to get more information about blocking rooms at a hotel for a wedding: http://grouptravel.org/wedding/frequently-asked-questions-faq-about-blocking-hotel-rooms-for-a-wedding/

If you need a larger number of rooms to be blocked, hotels will ask you to sign a contract and may charge you for rooms that are not reserved.

As a general rule, you want to book with a hotel that does not charge you for rooms. When booking, ask the hotel for an open or courtesy room block. They will usually put aside ten rooms for you and when those ten are reserved, then they will add another ten rooms to your block.

As far as calling hotels, that is a personal choice. Some hotels are pretty good about getting abck to you with rates and others drag their feet. You can also get group rates online.

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