(Closed) figuring out hotel blocks

posted 8 years ago in Logistics
Post # 3
Member
2090 posts
Buzzing bee
  • Wedding: August 2010

I just set up hotel blocks, and both hotels I called booked in blocks of 10 rooms (1 hotel would ONLY do 10 rooms, nothing more, nothing less and one would do 10, or 20 rooms). Like you, I have no freaking idea how many rooms I will need, but I got a block of 10 at each hotel. I can add more later, if need be.

For me, one hotel gave me 10% off the rack rate, while the other didn’t – I’ve e mailed the non-discount hotel and told them if they won’t match the discount, I’ll take my business elseware. Neither required a deposit or credit card or anything – and both will hold the block of rooms until 45 days before the wedding. I have let the parents know this, so if anyone asks them, they will be sure to tell peeps to book early.

Oh, and I booked the rooms for both Friday and Saturday night, as there was no liability on me if rooms went unsold, and better to have them both days, versus just one (I think).

Post # 4
Member
2634 posts
Sugar bee

I wish I had some advice – I’m VERY confused about this myself!

Post # 5
Member
3344 posts
Sugar bee
  • Wedding: August 2010

I did two nights because most of our guests are flying in from out of state.

Post # 6
Member
2398 posts
Buzzing bee
  • Wedding: April 2010

I’m doing this now too and think you’re so smart to be proactive about it, considering the area.

I’m using hotelplanner.com to solicit bids in my price range and then calling hotels individually to negotiate.  There’s no rule, as far as I know, about the number of rooms or the length of time.  We just totted up the total number of out of town invites and reserved rooms for the entire weekend.  If guests want to stay longer they can make arrangements when calling to confirm their reservations, but we assume most will only need the days of the wedding.

Post # 8
Member
197 posts
Blushing bee
  • Wedding: December 2009

We had a lot of hotels are our fingertips, being married in downtown Chicago. Back in Feb/March of 09, we visited the 5-10 hotels nearest our venue. Since hotels were in dire straits due to the economy, they were more than willing to negotiate and match each other’s prices. Our main thing was – we are bringing about 15,000 of business to them. We wanted a free brunch on Sunday. In the end, we got it.

At first, we only had 30 rooms held (for the whole weekend). In the end, we had to add more and more. We ended up having 50 rooms in our hotel block. We didn’t have any sort of attrition.

You are in the position of power, bringing them business. You are the customer. I would never, ever sign a contract requiring me to pay for the remaining rooms. Also, of course we wanted a good deal for our guests (which we got $150/night for a very nice hotel on the Viagra Triangle), but our priority was getting the free brunch. I mean, it probably cost them less than $500 for the actual food and labor. And they got $15000 in business. Win, win.

Post # 10
Member
2058 posts
Buzzing bee
  • Wedding: October 2010

It looks like you got everything squared away. I am jumping in a little late as I am three hours behind you, lol. FI and I just completed and signed our non money committed hotel contracts.  We chose 3 hotels as our wedding falls under the destination category.  FI is similar to your FI as he too wanted only 1 hotel since we will be having our rehearsal and out of town family and friend reception (following the rehearsal) there.  It is acting as the “hub” and is where transportation will be shuttling everyone the day of the wedding.   We gave two other options b/c our hub hotel is a boutique hotel with only 120 rooms. We gave a Marriott in case people wish to use their points or feel more comfortable at a hotel chain and then we chose another boutique hotel that also only has 120 rooms.  Both boutique hotels gave us the same rates and are about 5 blocks from each other!!!!!  The ONLY thing we made sure of was that we don’t have to be committed by dollars to ANY of these hotels and we will not incur ANY penalties should the number of rooms we projected fall short of reservations.  If you have any questions pls don’t hesitate asking   Wink

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