Hotel Block: How many rooms?

posted 3 years ago in Logistics
Post # 3
Member
1779 posts
Buzzing bee
  • Wedding: June 2014

@MaryRachel:  Wow, you have a lot of OOT guests! We booked our block with a hotel that if you booked less than x amount of rooms then even if no one reserved them we had no obligation to pay for them. Does you hotel offer that option? Are you paying for the rooms or are the guests?

Also, you can cut down on rooms if you can figure out how many people will be sharing rooms. We reserved our rooms from Friday – Sunday for a Saturday wedding. If people want to stay longer they can pay the regular rate.

Another option, but I have no idea on the etiquette, is to reserve 15 rooms or whatever and have it be first come first serve for the discounted block rate and just have it be your preferred hotel for guests after that. You may be able to add rooms on to your contract as well.

 

Good luck!

Post # 4
Member
655 posts
Busy bee
  • Wedding: June 2013

@MaryRachel:  Maybe you already looked into this, but when I called to book a block they would only let me book 10 rooms at a time.  They said once those 10 filled up I could book another block.

Post # 5
Member
637 posts
Busy bee
  • Wedding: May 2014

@MaryRachel:  Hey! Good to see another Chicago burb bride 🙂 We’re getting married in Schaumburg in May of next year and are inviting 278 people. Our wedding coordinator at the hotel gave us 30 rooms standard to start off with (10 on Friday and 20 on Saturday). I’d say approx 90% of our guests are coming from out of town and even if they aren’t, they’ll likely stay at the hotel due to convenience and not having to organize transportation home after drinking. I’m guessing we’ll likely have to add more to our block based off of that fact. We have our rooms blocked until 2 weeks before the wedding I think, and we can add to that number whenever. However, this might be different due to the fact that we’re actually getting married at the hotel we have the block at. 

You can probably provide a hotel with a number of guests you are inviting and they should have a good idea of how many rooms you need booked. If they’re not helpful there, just take your guest list, subtract out the decline rate you’re expecting and divide that number by 2 seeing as most people stay as couples/families. 

Another thing to consider – maybe you want to have room blocks at two different hotels? One that’s higher-end and one that is a bit cheaper? If capacity is an issue at the one you want anyway, this would be a good alternative. Just a thought!

Post # 7
Member
47 posts
Newbee
  • Wedding: May 2014

I’m having my reception at that hotel, and hearing your story makes me so happy I set up my block there last month! We’re looking at inviting about 130, and everyone but us will have at least an almost 2 hour drive (my guests are coming from around the country, my FI’s are way west in the burbs), so we blocked 35 rooms. A mix of queen and double beds in both the hotel and motor inn.

 

But it sounds like you might want to just book as many rooms as you can there that are available. You need to book at least 10 for the group rate, and they’ll hold until a month before the wedding. You will probably also want to book some blocks downtown and maybe some other suburbs, and have taxi numbers/CTA info handy. I would personally try sure make sure that maybe you get people arent familiar with the area get rooms at the Oak Park hotel, so they aren’t stuck wandering around lost

 

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