(Closed) How Do You Reserve Hotel Rooms?

posted 5 years ago in Reception
Post # 3
86 posts
Worker bee
  • Wedding: March 2014

Every hotel will be different. Call around and see, that’s going to be the best way to do it. I used to work at a hotel and our hotel didn’t require a deposit sand we could hold lots of rooms. There were contracts s especially for little league teams but I don’t know what they entailed. 

Post # 4
6745 posts
Bee Keeper
  • Wedding: June 2014

I don’t think it’s too early.

There is usually a contract, I don’t think there’s any payments to be made. 

I would look to reserve maybe like 30-35 rooms?  Some hotels limit how many rooms you can reserve, though. 

Most people I’ve seen only did 1 hotel.  I think it would be difficult to get a group price if you start doing more than 1 hotel, bc you probably have to guarantee a few rooms.

You should pay for transporation to/from the hotel/venue, anyway – but if you do that, then I don’t think it matters how far away it is really.  20 mins doesn’t seem too far when all you have to do is hop on a shuttle to get there.  It really isn’t even that far if you drive to the venue and then leave to go to the hotel – 30 min is starting to push it. I’d be more concerned about price – how much is it each night? 

*I could be wrong about this info – I’ve never personally done this, but my friend just did it for her wedding. 

Post # 5
293 posts
Helper bee
  • Wedding: May 2015

1. How far out do you reserve them? Our date is October 13th, 2013. Is it too early? I don’t think it’s too early at all 




2. Do we have to pay anything to hold the rooms? Every hotel is different….some hotels won’t have you pay anything to hold them and also some hotels if you block a certain amount of rooms if you don’t fulfill all of them you would have to pay for the rest but i suggest you find a hotel that if you don’t fulfill all the rooms that they just go to the public for sale 




3. Is there a contract or anything to sign? How do you go about reserving them? There will definitely be a contract and you would most likely reach out to the sales department of the hotel and they would handle it from there 




4. How many do you reserve? We have 100 people on the guest list and about 80% of them are from out of town/state. I would probably reserve around 30 rooms 




5. What price range do you reserve them at? Do you do multiple hotels so people can choose what they can afford? That is up to the hotel to decide. Usually the will take off like 10% or so off their usual rate but you should definitely get some kind of discount and they will give you a code for people to say when they book their room. I’m only doing one hotel but that’s because our reception is at the hotel. Some people do two hotels in case one is pricier over the other – that is up to you to decide. 




6. How far away from the venue is acceptable? I know a girl who had her wedding at the same venue and her guests complained that the only two hotels in the small town were gross. So I was looking at hotels in the next biggest town (which is between the venue and my house) but they are about 20-30 mins away. If you plan on having an hotel that far away you better make sure you have a shuttle for the guests because obviously you don’t want anyone to drive after drinking if you are having alcohol or ask if the hotel has a shuttle and if they are willing to pick up your guests from the venue. i agree 30 min would be too far. 




Post # 6
569 posts
Busy bee
  • Wedding: June 2013


I stressed out over the hotel block too. Our wedding is a domestic Destination Wedding so part of our contract included a block of rooms at the venue that was held for us until a certain date for our guests to reserve, after which they were released to the general public. They were on the pricey side so I looked up other hotels/inns/B&Bs in the area with lower rates but didn’t reserve any room blocks there. I just put the info on our website so people could see there were other options available. They were about 20 minutes away from the venue. We didn’t technically have to pay extra to hold the rooms at the venue, because all our deposits can be put toward the F&B bill, but the rooms were reserved only up till about 2 months before the wedding so we had to get out our invitations and hotel info quite early. I just spoke to our coordinator and we’ve sold out our room block (30 rooms for 90-100 guests) and they’ve had to add some more to the reservation. Some guests have also opted for other hotels/inns for various reasons.

I’d recommend contacting the hotels in the area and asking what their policies are for room blocks because they will be different at each place. Some might require a minimum guaranteed number of rooms booked to hold a room block for you, and some might want a deposit. Some may not need them at all. Hope that helps! All the best!



Post # 7
363 posts
Helper bee
  • Wedding: May 2012

@Equine_Breeder:  It is most definitely not too early to reserve your hotel room block! My wedding isn’t until November, and we’ve had our hotel block reserved since January.  Like other posters have said, each hotel has it’s own policy on blocking rooms and whether they require a deposit.  As for the price range of hotel, that depends on your guests and what they can afford.  We have our main room block at a more upscale hotel in downtown, but have another block at a less expensive place as well.  We wanted to make sure that everyone coming into town for the wedding could make it work with their personal finances.



One important thing to make sure of though is that you are reserving a courtesy block.  This means that if all of the rooms in your block do not get booked by your out of town guests, you are not responsible for paying for the unbooked rooms.  That was a big one for us and I wouldn’t consider any hotels that wouldn’t do this, as I did not want to get stuck with a surprise bill that close to the wedding!  I hope that helps! 🙂


Post # 8
338 posts
Helper bee
  • Wedding: September 2013

It really depends on what the hotel is like that you’re staying at. The one we are staying at suggested we book ASAP so we actually booked the block back in February. They said that the time of year we are getting married is a busy season for them and they usually fill up. We did not pay anything, but we did have to sign a contract stating that we would fill X amount of rooms (we chose the #) or else we would have to cover the cost of what we didn’t fill. I think most bigger hotel chains don’t operate that same way, but that’s how ours (and some others) do it.

Post # 11
634 posts
Busy bee
  • Wedding: October 2013

@Equine_Breeder:  Hi, I was wondering if you received my PM regarding this topic? Thanks.

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