(Closed) For those of you who had OOT guests staying in hotels…

posted 8 years ago in Logistics
Post # 3
Member
2344 posts
Buzzing bee
  • Wedding: June 2010

We blocked hotel rooms. For us, the way it worked is we had a minimum of 10 that needed filled, but if it went over 10, our guests still got the discounted rate.

We included accommodation information on our wedding website, which was mentioned on our save the dates, and we also included a card in our formal invitations with the name of the hotel, the date by which they need to reserve, and the hotel’s phone number.

We didn’t reserve any rooms ourselves on our credit card. Our guests are adults and can handle their accommodations! Worst comes to worst, they don’t get the discount or have to stay somewhere else.

So far, all of our OOT guests have booked hotel rooms at the hotel we blocked rooms at, but I wouldn’t be surprised if a few decide to go to elsewhere. I still am sure we will fill up our block, so no worries. We have young college friends, so yes, we’ve heard that a few people are sharing hotel rooms.

Post # 4
Member
2186 posts
Buzzing bee
  • Wedding: September 2010

we reserved two blocks at two different hotels. one is the “main hotel” that the wedding party is staying at the other is for over fill or for folks who want “suites” instead of regular rooms.

i didnt put down any money or anything. all i did was negotiate a rate, and if they use it great if not, oh well. the rate will be released about a month before the wedding.

they are reserved in blocks of 10 too by the way, so when the first set of 10 fills up, then a new block is opened, and so on and so on.

our guests are adults, and if they dont reserve rooms in time, they will have to figure out a way to deal with that. we have given them more than enough notice with sending out save the dates with the wedding website on there (which has ALL the hotel info) and we are sending out invites about 2.5 months in advance so they have time there as well if they didnt visit the website 🙂

Post # 5
Member
790 posts
Busy bee
  • Wedding: September 2010

We didn’t reserve blocks or hold any rooms. We sent out STD’s about 7 months in advance since we are getting married over a holiday weekend and having a destination wedding. With our STD’s we sent out 3 hotel recommendations with all the info needed to book. Aside from our wedding party we have not followed up with the other guests about their accomodations. Hope they booked in time

Post # 6
Member
949 posts
Busy bee
  • Wedding: March 2010

We started by blocking 10 rooms, and just had them add rooms in groups of 5 as they filled up- we ended up with about 20 rooms in the end. 

The only one we paid with our credit card was my husband’s room for the night before the wedding so he could spend more time with his OOT family.  We had them open up anything left not reserved on our block 1 month before the wedding so we didn’t get charged.  They were nice and still gave late reservers our rate even after the 1 month deadline (I love you Hyatt Place!!).  Out of town bags were a real hit with everyone, we did a welcome packet with maps and things to do, bottled water, and some local snacks.

Since our wedding was so close to the hotel, they let us set up times for the shuttle van to drop off and pick up people, and they did free shuttles to the airport too.  A few people chose different hotels at the last minute for various reasons, but we decided it was their problem to sort out, and we weren’t the ones getting charged for their cancellations.  And to my knowledge, besides siblings, nobody shared rooms with other couples. 

We also put the hotel info on our website about 4 months before the wedding (several months after save the dates were sent out with our website on it). 

Post # 7
Member
1455 posts
Bumble bee
  • Wedding: December 1969

We looked around and foudn the best fits for us. #1 requirement- not having any resonsibility for the unbooked rooms. I went with their recommendation for the # of rooms to block, knowing as long as they had some I could add at any time. The cut off for me adding or them booking was a month before.

I would NOT hold any for guests. They miss out, their own fault. You notify them and then your responsibility ends there.

I did have some guests go to another hotel since my aunt’s sister worked for them and they got a room for CHEAP. It was not a problem.

I had some of my single guests share rooms but no couples.

Post # 9
Member
1426 posts
Bumble bee
  • Wedding: December 1969

You could send out some emails now with the info, if you don’t want to do save the dates.  That’s what we did when people were asking us ahead of time.  One to FIs family, one to my family, one to my friends, etc.  I agree that avoiding having any financial responsibility for unbooked rooms is priority 1.  Don’t worry too much about this, these are adults and they don’t need everything done for them 😉

Post # 10
Member
2066 posts
Buzzing bee

Don’t stress.  We had the room block info on our wedding website.  Our save the dates and an insert in our invitations referenced out website for more information about hotels.  I also emailed my family and explained rooms go fast, they aren’t charged when they book their room, and they can cancel with no fee (up to 72 hours in advance) and they made their reservations.  

Our hotel block provides me with a report of our block, so every couple of weeks I ask for the report so I know who’s on top of things.

 

Post # 11
Member
295 posts
Helper bee
  • Wedding: June 2010

I’d keep shopping for a hotel that’s a good match….we talked to several before settling on one. The first one, right by our venue, required us to commit to a number of rooms and pay the difference if people didn’t book them, which was a no go. The second one had a limited number of rooms, and we just weren’t sure on numbers so it seemed risky. The one we ended up with adds rooms two at a time as the block gets used up, and only had a $1,000 minimum (pretty easy to fill with just a few people staying two nights each). I blocked half the number of OOT guests we’d invited to start, and that seems to be a good number for us. They print out reports or read me the list if I ask, so I know who’s actually reserved a room.

We had two people reserve at a different hotel to save money ($60 v. $120), and have a couple people sharing rooms (but all singles). We also live in a big metro area, and at least half a dozen couples are staying with friends in the area, presumably also for cost reasons (and to see family in a couple of cases). That’s less likely to be a factor if you’re further afield, though.

We also just told people the rooms would book quickly—we accidentally picked a weekend with several large events happening!—and people started booking extremely early, with a couple calling before they’d even set the block up. So I wouldn’t worry too much. Good luck!

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