Post # 1
We’re inviting about 300 people to our wedding. About 1/4-1/2 of them are from out of town, as in 2+ hours away. I have NO idea how many rooms I need to put on a block. I know they say start with less, and add more if needed… but I dont even know where to start! Also, we will be sending hotel information to all of our out of town guests in our Save the Dates so they have more time to prepare.
Post # 2
- Wedding: May 2015 - Walnut Hill Bed & Breakfast
When I contacted the hotel I just told them how many people I thought *might* want a rom and they picked the number of blocks they’d offer me. I think I said 30 rooms and they said they’d start with a 20 room block?
Post # 3
Don’t forget your in-town guests who don’t want to drive after the wedding (if your reception is in the hotel or you are providing shuttles).
They only way I could figure to do it was to just go through the guest list and guess at who would want a hotel room. Then I booked a block for like half that. Then I called a month after the STD were sent out to see if it was filling up and if I needed to add rooms. Of course no one plans ahead so it had not filled up. 🙂 As the deadline for reservations approached, it ended up that my block rate was the same as some discount you could find online so it didn’t even matter that I blocked rooms anymore. lol. Room blocks are just a PIA.
Post # 4
Try to block more rooms than you think you’ll need. Some hotels are weird… such as, a certain percentage of your block must be booked or you have to pay the difference OR you have to put down a deposit to save the rooms… Just do your research and call multiple places. That’s my best advice.
We over booked block rooms by almost double, because we gave our guests the option of our venue hotel, and a cheaper (but nice) motel down the street… Both places had zero penalties. However, the motel did offer a group rate, but only if you meet the minimum of 10 rooms booked. I’m just telling my guests to prepare for the normal rate, and if they get the discount, it will be a pleasant surprise!
ETA: I’m also doing a domestic destination wedding, so my criteria is a bit different.
Post # 5
amberback: koi424: damarajade: Thanks guys, this has helped alot! There are only 2 decent hotels in the area, as my venue is in the middle of no where. I do plan on having some sort of shuttle. Looks like I’ll be going over my guest list and making some phone calls this weekend!
Post # 6
onthefritz: You will have to contact their sales department, so keep in mind you may not be getting answers this weekend since they typically operate on business days/hours.
Post # 7
Our reception was at a hotel, and I think we had about 20-25 rooms total blocked (total of 200 guests) – which wasn’t enough, but mainly first come first serve. We did have them add more rooms than they usually do even. I know some were at the hotel, but booked after the block was done.
There were other hotels in the area, but we only stuck with the one we were at. Most family stayed at the hotel, and then friends and family/friends from either in town or out of town.
Post # 8
Some hotels require a contract for larger blocks, with a clause that if your block bookings fall below a certain % of your estimate, you pay a penalty. If this is the situation you encounter, then it may be better to under-estimate rather than over-estimate; you may or may not be able to add rooms to your block once the initial allowance is spoken for, but you definitely do not want to be on the hook for a penalty fee. It’s hard to really forecast how many people will actually need hotel rooms.
Post # 9
If you have a courtesy hotel block, you are not personally responsible for filling a certain percentage of hotel rooms. About a month prior to the block, the hotel will just release the remainder of the rooms for general reservation. I think the hotel will tell you when your block is near full so you can add more rooms if needed.