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They usually just want to know how many rooms you'll need, not the names of the people actually staying there.
So maybe when I send out invites, I would have people mark down if theyll be staying there on the rsvp card? I think that would be most logical maybe.
I have to book the block of rooms 3 months before the wedding.. if I did it that way, then I wouuld have to have my rsvp's back 3 months before the wedding.. that seems like it wouldn't work that well actually...
Estimate how many rooms you think your guests will require and then call the hotel and try and negotiate a deal.
The hotel will give you a date that the will hold the rooms until and so you can then tell your guests that if they book before x date and mention they are with the NLmiele Wedding they will get the room for $X amount!
Hope this helps clarify!
When we did a block, we just guessed how many people would need rooms. We are using a Marriott, and we were able to block 15 rooms without giving a deposit, so we did that. (20 rooms would have required a deposit.) But they said that if our date was approaching and the rooms were almost gone, they would add more to the block. Hope that helps. My advice is just to try to guess how many people will need rooms and see how flexible your hotel is. They may actually have advice for you on how to handle it.
Don't worry about exact numbers - we thought at most there would be need for 20 rooms - so we booked 15 (because some may not want to book there and some may double up on occupancy)!
That way it is one less thing you have to worry about! It is the guests responsibility after that. And you can put all the information on the STDs or on your wedding website so that they can book in time.
You can estimate the number of rooms you need. Be sure to read the agreement you sign, there is usually a penalty if you don't book x amount of rooms by a cutoff date.
With my hotel, there was no penalty for reserving more than needed. So you can always overestimate a tad, especially if you confirm that with the hotel. They simple hold the rooms until a certain date, and if some are not booked by that date, the hotel is free to give them to anyone.
I just did my hotel blocks today and I don't have all my venues confirmed .I just told them how many rooms I'd like and they gave me a rate and when my guests need to book by. Some hotels have clauses i.e. if less than 50% of the room blocks are used you have to pay $200 (double tree) or if less than 90% are used you have to pay full price for the bridal suite (westin). The blocks can be cancelled anytime before the wedding with no penalty.
You can often ask the hotel to warn you when your block is getting full so you can perhaps block off another 5-10-15-whatever amount of rooms, as well!
I work for Marriott, and while I handle the corporate side of things, a room block is a room block. Once you get your contract, we figure out how your guests will be able make reservations. For the most part, your guests can call the hotel directly and make a reservation that way. As long as they that they are coming for your wedding, they should get the agreed upon rate (this is more convenient than a rooming list where you would have to know everyone who will be staying ahead of time). Marriott has a way to set up a website that you can direct your guests to use to make reservations and still get the same rate (you can also post the link on your own wedding website). I'm sure the other hotels can do that too, but I'm a little partial. :)
When drawing up your contract, speak to your sales person about how many rooms you will actually need to block. If you block too many that aren't used you will be responsible for paying for them, not enough rooms, the hotel may sell out (your salesperson will have a good idea how busy the hotel is). There is also something called attrition (or slippage) which depending on the %, you will only be responsible for a percentage of the rooms. For example, if you block 10 rooms and have 80% attrition, you are actually only responsible for 8 of the rooms (took me a while to get that concept)
And please try not to call at 5 on a Friday, salespeople hate that! :)
Hope that helps!!
When we booked blocks of rooms they just told us the max rooms we could reserve and we chose a number under that, there is no penalty for not filling them. Then when our guests call to make reservations, they just reference our wedding and get the discounted price. The catch with ours is that to use our block of rooms, they must book more than a month before the wedding. Otherwise, any extra rooms are 'released' for general booking. So we made sure to make it clear on our wedding website that if guests want the discounted rate in our block of rooms, they have to plan ahead!
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Do I need to know who is staying at the hotel where the wedding/reception is when I book a block of rooms? Or do I book a block of rooms and then let people know "I have x amount of rooms booked". I'm sooooo confused on this whole process!!