(Closed) Hotel Blocking Questions

posted 6 years ago in Logistics
Post # 3
3720 posts
Sugar bee
  • Wedding: July 2013

I’m going through the same thing now. We guessed how many on our guest list would need a hotel room if they came. Then my criteria are under $120, between the church and the venue (a 2 mile spread) and only need one night, with a second night as an option. In the past, I’ve hated when the negotiated cost is much more than similar hotels in the regional and when it is a long drive (if I have to drive at all, I can’t drink, which defeats the purpose of the hotel for a semi-local wedding.

Post # 4
894 posts
Busy bee
  • Wedding: June 2012

Contact the hotels closest to the venue to see if they offer a group rate. Also, try and figure out approximately how many people you have coming from out of state. If you are having an open bar, evening wedding add a few more rooms for people that may want to enjoy the bar and not worry about driving home.

Post # 5
341 posts
Helper bee

We reserved a block about a month ago and what our hotel did was put aside 10 rooms for us and if more than that gets booked, they’ll just keep adding to it until no more get booked. So its more of a 10 room minimum in a way. We also got a discount on our shuttle service through the hotel, a discounted rate (normally the cheapest room is $105 and we got ours at $95 – could have had them at $75 but I waited too long) and if we book 10 rooms we get a free room for the night. We also have them reserved for 2 nights but if someone only wants a room for the night its no biggie. Probably 80-90% of our guest list is from out of town so we needed to do this asap. This hotel – its not a chain – was the easiest to deal with, no nonsense from them like we got at other places. One hotel we looked at was in a tiny town 20 mins away where FI’s family lives and they only have 5 rooms, they wanted $95 a night for them, paid upfront! The regular rate is $85! And they would not negotiate so the guests that were going to stay there are now staying at FFIL/FMIL’s house.

Post # 6
211 posts
Helper bee
  • Wedding: May 2012

Talk to the hotel closests to your venue and see about group rates. Sometimes you can block off say..150 rooms..and you can have those 150 rooms until a certain date. Now you need to inform your guests that they must call in by said certain date to reserve and guarantee the room and that after that date passes you loose all rooms that are not guaranteed. If that makes any sense.

Depending on the area and how busy the time of the year you’re getting married in is going to affect the room rate. I would keep price checking and see what kinda rates you can get. I bet at a holiday or ramada you could get a decent rate. Also ask them about comped rooms. Sometimes if you end up reserving so many rooms they may give you 1 room for free.

Just keep calling and asking as many questions as possible..even if you feel silly..it’s better to feel silly but be well informed.

Good luck!

Post # 7
190 posts
Blushing bee
  • Wedding: June 2012

@KarenA: I had the same problem with a small inn about 20 minutes away and they wanted us to pay upfront as well. Future Mother-In-Law loves it there and paid the upfront rate so that was on her.

We booked the blocks at the local Holiday Inn express for a number of reasons:

1. They’re the newest hotel in town and the rooms are beautiful and newly remodeled.

2. Because they’re so new in town they gave us a deep discount that rocked what the others offered. The next cheapest offered to block 30 rooms was $145 before tax from $165 – they offered $120 after tax.

3. They’re the closest to our venue and right around the corner from our house and all the local attractions.

4. They have a free continental breakfast that the next cheapest didn’t offer and the next up was over 30 minutes from the venue and more than $50 more per night.

I think this is one of these times where it really just luckily worked out.

Post # 8
1043 posts
Bumble bee
  • Wedding: November 2012

Agree with PPs, we are only doing a room block with one hotel, a Marriott, that our venue recommended.

– How many rooms to block: the hotel will actually help you with this.  I told them how many people were coming and they advised on a certain number of rooms.

– I’m in CA so I cannot help with pricing info.  But most hotels will give you a break in rate and/or night(s) minimum when you mention the word “wedding.”  They know they’ll get lots of bookings from you!  Start calling the closest and highest rated hotels and work your way from there.

– The Marriott we booked with is giving us a free night or more based on how many rooms our wedding guests book.  Also, they have a free shuttle for the wedding party to and from the venue.

– I’d try to keep the distance under 20 miles away.  Especially if you’re going to have alcohol at the wedding.

Post # 9
4193 posts
Honey bee
  • Wedding: July 2012 - Baltimore Museum of Industry

We’re booking the hotel closest to our venue- less than 1.5 miles, so guests can take cabs, or budget permitting, we’ll get a shuttle-which many hotels offer.

There are BIG discounts to be had- our hotel is normally close to $200, and the blocks are $139. Some hotels give a free bridal suite- we are getting a fantastic upgrade (worth $250 retail), which I am already drooling over. Parents are also getting a free room upgrade (water view vs. courtyard), and I was able to get free valet parking for me & Fiance, our parents, and a discounted rate for our guests. A lot of our guests are only an hour away, but will be drinking. I could have gotten a hotel for $20 less, but I polled my friends and they said it was worth the extra $$ to be closer and have a more luxurious hotel. (Ours also has a bar, for post-wedding party)

For room #s-just figure out how many people you expect. Some contracts will have a minimum- say 10 rooms, and if they’re not booked, you’re liable- don’t do one of these- there’s too much competition out there.

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