Post # 1
I need your help, Bees!
My wedding is during the weekend of a citywide event and the reception and ceremony will be in downtown Austin. I thought I had checked all the dates for big events before picking our wedding date, but I guess I wasn’t thorough enough (ahh!). I’m trying to book hotel room blocks now but because of this citywide event, hotels are not offering courtesy blocks. Most of them are offering around 80-90% attrition rates. My parents are blocking the rooms for their sides of the family, which will be easy because they will know for sure who is coming, so the attrition rates wouldn’t matter because most of the rooms will be filled. However, my fiance and I are responsible for finding a hotel room block for our friends and the wedding party.
This is a bit more difficult because the majority of our friends are coming from Houston and Dallas so we are not sure who will need to stay the night, how many nights and if anyone will be doubling up rooms.
So to summarize my concerns are:
- How many rooms should I block for our friends (around 50)? I’m thinking about 13 assuming some people will find cheaper hotels or will double up in rooms. Most of our friends are in their mid-20’s. Is that too little or too many for an 80% attrition rate?
- Downtown hotels are giving group rates of $230/night and hotels on the outskirt of town are giving group rates of $200/night. Should I just go with the downtown hotel option? Do you think people will spend that much for two nights?
- I’m worried that if I block 13 rooms for $230/night, people may just try to find a cheaper hotel on the outskirts of town. What do y’all think?
Maybe I’m overthinking it, but I just want to be a good hostess and give people an option. The difficult part is that I don’t know who is coming to the wedding for sure, if they will need a hotel for two nights, and if they would be willing to pay that much. I just don’t want to end up paying for unused rooms. The required attrition rates and the pressure of having all the hotels fully booked because of the citywide event is stressing me out! Any advice would be greatly appreciated!! 🙂
Post # 2
most hotels will only assign 5 rooms to a block and when those are full assign 5 more (at least this is what I learned from calling around) I was not able to block off 50 rooms at one time. Do people HAVE to stay 2 nights?
I would not want to spend that much money on a hotel, on basic principle alone knowing that the prices have been jacked up for an event.
Post # 3
The person you talk to at the hotel should be able to suggest how many to block based on the number of guests. Personally I would not spend nearly $500 for two nights at a hotel; I’d book something somewhere else.
For me, I had the option to block rooms at a hotel 10 minutes away for $250 a night. We instead decided to book rooms at a hotel 20 minutes away for $130 a night. I didn’t want my guests to feel they needed to spend a lot of money on their stay. I also listed out other hotels in the area to look into.
Post # 4
Bride2Bee258: I have never stayed in Austin but I have stayed in Hotel in CA, MD, PA and FL within the last year and that seems CRAZY expensive. If I HAD to do this I would absolutely try and split a room with people.
Post # 5
Bride2Bee258: $230/night is ridiculous for a hotel room. That’s $560 if they stay two nights. 50 seems excessive… most place wont let you block more than 20-25 and when those fill up, they reserve more for you. How many guests are you having attend?
Post # 6
I booked our blocks in Toronto, where hotel rooms are very expensive. Our nice, even luxury, downtown hotel is still only $180ish per night for guests for the cheapest room. $230 seems insane!
Post # 7
What’s the usual rate for a hotel room in Austin?
Post # 8
1. Don’t book any contract that forces you to pay for unused rooms. Choose a hotel that keeps your block available until a specified date, then frees up any remaining rooms.
2. Don’t sweat this at all. Your guests manage to book hotel rooms for their travels all year round without the assistance of a room block. They will do so for your wedding.
Post # 9
Talk to the hotels you are interested in booking. Some will offer a set of rooms free of charge and hold them until a certain date. We are also having our wedding on a busy, city wide event weekend and we blocked about 20 rooms in 3 hotels (one about $100/night, another $150, another, $200). Most of our guests are out of town and they all come from different financial backgrounds. If you are creating a wedding website, explain that you are having your wedding during a busy time so you advise guests to book rooms at your hotel blocks asap!
Post # 10
scoutypants: What hotel did you get for $180 in Toronto? That is SUPER cheap.
Post # 11
I got stuck with this in New Orleans. It isn’t even Jazz Fest or Mardi Gras or Seafood Fest or Sugar Bowl or Final Four or a holiday…. and the cheapest rate I could get for a Hilton Garden Inn that’s not even downtown was $209. At least there is no attrition clause.
I told my guests super early on so they could plan for it. And we are providing transportation. That’s all I can do! Hope they come, but if not, I’ll be very understanding.
Post # 12
Bride2Bee258: if it’s a difference of $30 I would pick the more convenient location. I got married in Boston…during the Head of the Charles. Literally the only weekend that would have been worse would the be the Marathon. All of a sudden even the Holiday Inn was $400/night! Shuttling people to a hotel 10 minutes outside of the city was worth it because the rooms were half the price.
Post # 13
janedw: One King West – that was our group rate they gave us for June for a standard room. I thought it was a steal too!
Post # 14
weatherbug: I meant that about 50 of our friends will need hotels but I’ll probably book 13 rooms. Would that be a safe bet?
Post # 15
scoutypants: That is the usual rate for hotels in Austin too but because there is this huge event, all the hotels are raising their prices for that weekend. 🙁 I’m just so frustrated with myself that I didn’t check for events that weekend when I got engaged!