Post # 1
we need to reserve a block of hotel rooms for our out of town guests. How long in advance do you do this? we (obviously) have no idea how many people will be there – we’re assuming maybe 100 but in all honesty I doubt that. it seems like the lists we’ve made already – especially from my mom – has a LOT of people we’re sending invites to but we know for certain will be unable to make it…
If you were inviting about 100 people total and think maybe 70 would show up – with some living around here – maybe 40?…I really have no idea how to do this.
I’ve HEARD it should be about a year in advance? That’s coming up within the next month and I want to get as much done early as possible. THANKS!!!
Post # 3
I booked rooms for my June 2009 wedding in Sept 2008. The hotel should be able to help you with how many rooms based on how many you’re inviting. And usually they just release the unreserved rooms after a certain point (like 1 month before), so there’s no real commitment from you… but every hotel is different so be sure to ask!
Post # 4
We booked our block in Oct 2008 for our August 2009 wedding. We have about the same number as you and after looking over our guest list we settled on 30 rooms. Guests have to book by a month before the wedding. After that date, they’re releasing our block to other people and the special rate we negotiated will no longer be available.
Post # 5
We reserved our block just a few months ago, maybe in March, for our November wedding. So I guess we did it about 7-8 months in advance. We have 20 rooms set aside, but if they all fill up and more people call wanting to reserve a room as part of our party, they’ll get the rate too. Assuming there are rooms… safe bet for MN in November. We have many in town guests and family, so we didn’t think we’d need a lot of rooms.
Post # 6
I had all of my hotel contracts done 6 months out. It depends on the weekend and location. Make sure there isn’t any sort of major race, sporting event, graduation. That will determine how far in advance you should book. Also, I have about 140 people attending and 38 rooms total have been book so far at a couple of hotels.
Also, take into consideration that people share rooms.
Post # 7
We did our blocks about 10 months in advance. Our wedding is a holiday weekend and also graduation weekend for a big college, so we wanted to make sure we’d get rooms. We also wanted to be able to include the info on our STDs, which we sent at the 8 month mark.
We started by finalizing our guest list. It was tough, but it had to be done. We aren’t adding anyone now or taking anyone off the list, it’s DONE. 🙂 Then we looked at every single guest, and thought about what they might do – stay at a hotel? stay at home? not come at all? I tallied everything up and figured out how many rooms the guests would need based on that.
Most of our guests are family, so they’re pretty much all coming. We noted on our wedding website about the other activities in the area, and suggested booking travel arrangements as soon as they could.
For our 122 guest list, we have 20 rooms blocked at one hotel, and 10 rooms blocked at a second hotel (the second hotel is a Homewood Suites with two-bedroom rooms, for families and couples who want to save some cash).
Post # 8
yeaaaaah – very good thing we’re not having our wedding 1 month earlier…meaning this weekend next year – because we live in indy and it’s Indianapolis 500 "race weekend"!!!
I THINK that June 26 should be a safe bet. I don’t think there are any races or anything else that weekend…
Post # 9
We booked our room block and our venue (same place) in Feb. and our wedding isn’t until January 2010. We have 174 people on the guest list but after factoring in how many people will stay with relatives in the city and how many won’t come becaus eof the weather we really only expect about 150 to actually attend. We looked at our list and tried to figure out the the guests who would most likley book a room, we even had people tell us they wanted to book a room. So we ended up booking 20 rooms. The hotel said they would let me know when the number of rooms was getting low so they could then block more. If we don’t fill all of the rooms that they blocked, we won’t get charged for them because they will "release" them a month before our wedding. Plus people have to book before a certain date to be able to recieve a special rate.
Post # 10
If you don;t know how many are coming, then I would consider starting with 10 rooms a night. Just get a courtesy room block at a nearby hotel. A courtesy room block is a way to block hotel rooms with no deposit. In this kind of room block, the hotel does not “block” any rooms for you. They simply agree to honor a discounted group rate for your wedding guests. As soon as the 10 rooms are used up, then the hotel can add 10 more. If you know you will need more than 10-20 rooms, then you may need a regular room block. Check out his FAQ as it will asnwer some questions you may have: http://grouptravel.org/wedding/frequently-asked-questions-faq-about-blocking-hotel-rooms-for-a-wedding/
And yes, I would start blocking the rooms as early as possible. Rates only go in one direction when you wait: Up.