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If the hotel will not let you block rooms off, I would maybe send details to out of town guests before the invitations go out. This way they can get a jump on reserving rooms.
We're doing blocks of rooms at two hotels. It works out nicely for us since at one of the hotels we're getting a free room!!! Also, all of our guests are getting a discount on their rooms.
If I were you I would just block off the 10 rooms, not let anyone but your wedding party know they're blocked and then just provide information for hotels nearby. From a guest's perspective I see nothing wrong with having to research and book my own room. Sometimes I even prefer it because then I can rate shop.
We decided to do a block only at the hotel that the bridal party will stay at and leave that info off of the wedding website till after we send the invitations, which will have the into on them. We will be sending the hotel block info to the BP earlyer than we send the invites so they can book before everyone else. Tehn we put the info for 2 other hotels that are nice on the invite and list of the rest on the wedding website.
I inquired at a small family-run hotel that is in my neighborhood about blocking rooms. They were interested and asked me to send a mail for the manager to respond. When he did, he offered a room rate that was 25€ MORE expensive than the current one listed on their website - I was shocked! I was quite discouraged by this and ended up just putting 5 nearby hotels on our website and specifying that people needed to reserve early since I hadn't blocked rooms.
@Miss Designer - I am from J-ville. I don't think there are many times when our city is packed with tourists, so your guests should be okay finding rooms even if you can't block them. I would just check that there isn't some convention being held - other than that you should be okay. My sister was married in our hometown and she was able to block rooms at Holiday Inn Express and the Best Western, so maybe try them if you haven't yet.
We blocked ours off two months ago. Blocked off 40 rooms, and they comp'ed us 2 suites.
We're blocking hotel rooms at two hotels - one less expensive and one more expensive. We're putting the hotel info on the wedding website (which is on the save the dates) and on the enclosure card in the invitation.
To avoid being charged for unused rooms, we're having the hotels hold the blocks until 30 days before the wedding, then they are releasing the rooms to the general public.
@Miss Paris..... What a small world! My home town is J-ville, but we are actually getting maried in Beloit since that was the place we could find the least expensive "bring everything on your own" venue that was not the VFW hall. It was funny, but we are blocking the Beloit Hotel, which I was always told was expensive, but actualy ended up cheaper than the chain hotels/motels down the street.
The wedding I just went to last weekend just gave 1 hotel suggestion. I think I've heard somewhere about fees if the rooms you blocked aren't filled? I need to check that out when we do our block.
I have started with a block of 10 rooms. If I get 15, I'll get complimentary gift bags for each room. If I get 20, I get something else. I don't have a fee if they don't book. The rates were better than any internet rate and there's no prepayment fee and they can cancel as late as 6 pm on check in day. They just have to book by a certain date (like 2 weeks before the wedding). If I don't use them all, they just go back into inventory.
Ironically, I investigated this facility because they called me and told me I'd get a $20 bedbathbeyond gift card simply for touring. Turns out, it was exactly what I was looking for and had opened mid-Sept. 2008, so it'll only be a 1.5 years old by the time of my wedding. And, it has select comfort beds, mini fridges (where guests can put their own stuff) and microwaves!
We're blocking some rooms, but seeing as everyone is from OOT and July is high tourist season at our wedding location, we are encouraging people to book their rooms really early. Basically, we are including a link to our wedding website on our save the dates along with some text meant to encourage people to book their accomodations early. On the wedding website we have a page that lists room blocking info and general info on some other recommended hotels in the area.
Miss Triathlete - the way yours is set-up is the way most hotels do their blocks, especially those in the Hilton Brand. It is typical for hotels to start you off with 10 or 15 rooms in your block (sometimes this will depend on how many people you're inviting). There is usually a 30 day or 2 week cut-off date, which means that your guests need to make their reservations by this date or they will not be able to get the special rate that was set-up for your group. This cut-off date is how the hotel avoids needing the charge the bride and groom for the rooms, because it still gives the hotel 30 days or so to re-sell the rooms to any other transient guests!
You can also request rates and set-up a block through E-Events, which is a Hilton run program that all Hilton properties offer (Hampton, Hilton Garden Inn, Doubletree, Homewood Suites, Embassy, Hilton, Waldorf Astoria Collection, Conrad)
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How many of you are working on hotel blocking? I have very few hotel options to work with and a few are even nicer motels that won't take blocks. how are you dealing with this? Are you just putting the info up on a website or on a invite and leaving them to find their own? The hotel I would like the bridal party to stay at will only block 10 rooms...which is about what my party and main family will need. Not quite sure what I am going to do there!