Booking hotel room blocks

posted 3 years ago in Logistics
Post # 3
Member
484 posts
Helper bee
  • Wedding: November 2013

@aziraphale542:  We got two hotels, and blocked 20 rooms at each.We have 160 guests.

Post # 4
Member
1779 posts
Buzzing bee
  • Wedding: June 2014

@aziraphale542:  I didn’t do anything scientific. I counted how many rooms we may need for OOT guests and then called the hotel to see what the max number we could block at a time was. For our hotel they only let you book 10 at a time before they let you add rooms. 15 is the amount they let you block but there is a minimum booking requirement that you need to guarantee monetarily.

Post # 5
Member
56 posts
Worker bee
  • Wedding: November 2013

I polled my friends coming in from out of town to find out a rough estimate of rooms. Then booked for a lower estimate. I ended up needing to add more rooms but that was a better option for me because there was an attrition clause with the hotel. I may still need to add even more rooms, I’m not sure. Hope this helps.

 

Post # 6
Member
1367 posts
Bumble bee
  • Wedding: September 2013

We did a high/medium/low % of guests who would attend.  Once we had a final count we looked at the # of out of town guests, figured that 25% would want to make their own arrangements and called around looking for rooms.

Post # 7
Member
3280 posts
Sugar bee
  • Wedding: June 2014

Ours only had 10 rooms available so that’s how many we booked. I was planning on 10 anyway. We’re having 300 guests with about 60 OOT but a lot of family that I’m sure they will be staying with. Just guess high since it shouldn’t cost you anything and you’ll be on the same side

Post # 8
Member
2056 posts
Buzzing bee
  • Wedding: September 2013

We started by considering the likely number of people, divided by 2, and considering who was traveling.

 

We blocked a total of 50 rooms (30 at one hotel and 20 at another).  Our wedding was semi-destination (about 90% of our guests were from out of town).  We invited 162 and assumed we’d have 100-125 people there… figured we’d need somewhere around 50 hotel rooms if most people stayed.

 

 

 

We ended up having guests book a total of 38 or 40, I believe.  (We had 112 guests in attendance when all was said and done.)

 

 

 

Post # 9
Member
1768 posts
Buzzing bee
  • Wedding: June 2014

Our hotel (a Westin) asked how many OOT guests we had. We have ~35 couples, told them that, so they reserved 30 rooms on both Friday and Saturday night. If we don’t have a certain percentage booked by two months out they’ll release some of the rooms, and by one month out they release all the remaining but guests can still book at our price. we aren’t charged for anything so it didn’t matter if we had extra rooms blocked. 

Post # 9
Member
453 posts
Helper bee
  • Wedding: November 2014

I just kind of asked around who might need one at first and then padded some extras on as a buffer. Talk to the hotel sales staff, they will give you recommendations as well. You aren’t obligated if they don’t fill although they like to have a minimum for the special rate. Ours even gave us a “wedding page” with a link to send to guests to book directly through there or a code if they called. 

Post # 10
Member
266 posts
Helper bee
  • Wedding: August 2014

We booked 15 rooms (the max) at the only hotel in town that would let us block rooms.  They’ll add more if they need to and the rooms are released a month before our wedding.  This is for a wedding of 80 guests.

Post # 11
Member
497 posts
Helper bee
  • Wedding: August 2014

We counted our OOT guests and assumed 80% of those couples would need a room. Unfortuntely for us, reserving room rates has been one of the more challenging parts!

Post # 12
Member
1888 posts
Buzzing bee
  • Wedding: August 2014

Our package made us guerentee at least five nights total so that’s what we went with.  Just between the bridal party (my dad, me, my BM) we have six nights already booked.  Everyone else (our 15 guests) has codes to book discounted rooms at any of the three hotels at the resort.  People are on their own with the codes (though we already know that my FSILs family has booked two rooms). I’d say don’t be afraid to just ask people, make sure they have any discount codes they need (in our case that meant giving people the codes even though we haven’t sent out the formal invites (that have the codes on them).  If at all possible reserve rooms of different rates since not everyone will have the same budget to spend on rooms.

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