(Closed) Booking a block of hotel rooms?

posted 7 years ago in Logistics
Post # 3
Member
4352 posts
Honey bee
  • Wedding: August 2013

@galloway111:  How many Out of Town guests have you invited?

Post # 5
Member
308 posts
Helper bee
  • Wedding: June 2012

We just guesstimated- most places as long as you give them a fairly “hard” count a month out…. they don’t charge you for the excess rooms.  I’m now wondering if the gas prices are going to affect how many people come out of town for ours. Almost ever guest on his side is Out of Town. 

In our town there are only like 5 hotels.  Four of them I would never even consider putting my purse on the ground at…. so that made our choice fairly easy.  It’s pricier than i wished…. but, like I said- only choice we had.

Post # 6
Member
466 posts
Helper bee
  • Wedding: April 2012

We aren’t having a ton of out of town people at our wedding, but it about a forty five minute drive from most people – and almost everyone is staying over. Sometimes people just want an excuse to stay out all night (or plan on having a couple beverages and don’t want to drive) 

our venue has a hotel that they own across the street from them, so we only went with that hotel – since we are having the wedding there, they have been great.

it’s a smaller hotel and not super fancy, but it is super nice, clean, and it isn’t as expensive as if we were having our wedding in boston proper

we booked a room block right away – but only the maximum number of rooms before we became responsible for anything – we have since added a ton more rooms (and I’ll be adding more on Monday!) 

if you are able to block off rooms without being liable for them then you should definitely do it before you send out the invites – i say do one at a less expensive hotel and one at a higher end hotel – if the room block fills up, you can usually add rooms if  there are still ones available at the hotel

Post # 8
Member
1482 posts
Bumble bee
  • Wedding: July 2010

I’ve been working in the hotel industry for the last 9 years, for several different hotels, and hotel room blocks work almost the same everywhere.

You will need to talk to someone in the sales department (even smaller hotels, like Courtyard by Marriott, have them). A block of rooms usually starts with 10 rooms. They will give you a rate that is at a discount, and they base how good of a discount they can give you on lots of things; seasonality, expected occupancy, if there is another event in town that will bring in a lot of business, etc. If your wedding is the only thing going on in your small town that weekend, you have a good chance at being offered a pretty decent block room rate. They will usually give you a cut off date for reservations, where the remaining rooms in the block will be released back into their inventory if they haven’t been reserved by your wedding guests at no penalty to you. The only time you have to worry about paying for rooms is if they have what’s called an “attrition clause”. This means that they will charge you for a certain percentage of rooms that are not reserved in your block. That sounds scary, but remember that it never hurts to ask- if a hotel isn’t giving you that cut off date where they’ll drop the rooms back into inventory if they’re not reserved, ask for it. Tell them you’ll go elsewhere. Trust me, sales managers are allowed to negotiate. They all have bonuses that are based off business that they book, so if you have a lot of out of towners, they will be more likely to work with you.

It’s rare that there wouldn’t be that cut off date though.

Taking that into consideration, making a block of rooms is a nice thing that you do for your guests. If the rate is too high for some of your guests, they can go elsewhere. Or, you can get two blocks, one at a nicer hotel, and one at a cheaper hotel. Either way, if they are going to come to the wedding, they are going to make it happen, which means they are going to fork over the money for the hotel that they feel that they can afford. Reserving a block of rooms is nice, and very considerate, but not necessarily a deal-breaker for your guests if they decide that they can’t afford the hotel your block is at (especially since there are other options in your area).

Sorry to be so long-winded, but I know the whole concept of hotel room blocks can be very confusing!  I hope that I helped! ๐Ÿ™‚

Post # 10
Member
50 posts
Worker bee
  • Wedding: December 2012

I think @MissRoot covered the topic pretty good. The only thinkg I would add is that if you are going to have a lot of guests, then consider getting two hotels. One that is expensive and one that is not so. It gives people the option and that is always a nice touch. Just make sure you get a courtesy room block at each one. This is the kind of room block where you dont have to put up a deposit and you are not responsible for unused rooms. If you need more information on getting a courtesy room block, read this article: http://grouptravel.org/wedding/what-is-a-courtesy-room-block-do-i-need-one-for-wedding-guests/

Also, don;t feel obligated to stay at the hotel. But remember that if you block enough rooms, the hotel may give you a free room (in some cases, it will be a suite). So you might just have to stay there ๐Ÿ™‚

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