Post # 1
My wedding reception is being held at a hotel, which we were really excited about because all of our friends and family are coming in from out of state. Our venue assured us we’d have a wedding rate for our rooms. After our contract was signed and the meeting manager sent me a letter regarding our room blocks, it had 20 total rooms allotted to us with a statement that this would increase or decrease based on demand. There was no mention of a limit on this. I sent out save the dates – printed with hotel reservation information.All the rooms are booked and I contacted the meeting manager to increase our allotment. Here is what I got as a response:
You have 7 rooms left to sell on Friday and 1 on Saturday as of now. I can certainly add a few more rooms to the block but it will be at a higher rate as we have reached our agreed amount and our availability isn’t as flexible.
Please let me know how you’d like to proceed based on the list of guest attached who have already booked.
I am able to add 10 additional rooms per night of Deluxe Single King Rooms and B** Suites at 229 and 259. This is still a significant discount if you’d like us to hold the additional 10. Unfortunately, we cannot not accommodate 80 rooms of the hotel at a discounted rate. We are forecasted to sell out and rates will only increase. Please call me with any questions.
here was my response:
While I understand that we can’t have every room in the hotel blocked off, I wish that it was more clear to us at the start that there is a limit on how many of our guests you can accommodate. It is especially frustrating since we are not being offered the rooms due to projections, not a lack of actual availability. Our agreement states: “Should additional rooms be required once the initial allocation of rooms has been reserved, the hotel reserves the right to provide a new cut off date at any time or close the block if rooms are not being reserved. Increases to group blocks will always be subject to room availability at the time of the request.” Based on your email, it seems that these other rooms are available, you just are not willing to discount them. In the letter laying out our agreement, there was no mention of a limited amount of rooms at the particular price point. I am extremely frustrated and upset, since one of the major reasons we selected the B** as a venue was the convenience for our guests.
This was last night so I haven’t got a response yet. Have any other bees dealt with a similar situation? Any advice is appreciated. I know I can try to find other close hotels but I am so upset because I already sent out the Save-The-Date Cards with this hotel information. I’d have to contact each guest (We sent out 80 STDs) and inform them of the change. Also, it really was so appealing to know people would stay at our venue after
Post # 2
- Wedding: July 2017 - Vineyard on Long Island
I’m not sure what your question is, but from what I’ve seen, this is pretty standard for hotels since they want to keep rooms available at full price for others to be able to book. The discounted rates are available at a first-come, first-booked basis. Its on you to warn your guests to book early so they can get a room at the hotel, and preferably at a discounted rate, or they could end up down the street or a town over at a different hotel. Once you’ve made your guests aware that they should book early, you could followup with them and remind them if youd like, but the onus is then on the guest to book the room promptly at risk of not getting a room at that venue at all.
If I understand your post correctly, the venue isnt saying its sold out, just that the discounted rate is no longer applied to anything beyond the agreed upon 20 rooms… so your guests still have time to book rooms to come to your wedding.
Also, why would you have to call up your guests and inform them of a change? Did you list the hotel room rate on the STD, even though there was never a guarantee that that rate would be locked for anything past the agreed upon 20 rooms?
Post # 3
That’s frustrating that they didn’t tell you, but it makes sense. Our hotels blocked the rooms for us but didn’t give discounted rates because they know they would sell out at the normal rate anyways.
Did you put the prices of the hotel rooms on the save the date? That’s the part that would bother me, if guests were expecting to pay one price only to discover a higher rate when they called. Otherwise, I think guests are capable of finding and booking their own hotel rooms and should know that they need to book early. Do you have a wedding website? If so, I’d add a note about the room block being full for the discounted rate but there are other rooms available at x rate. I’d also add additional less expensive options.
Post # 4
we blocked X number of rooms (can’t remember the number). the rate was good until a certain date. we made it very clear there was a deadline to book rooms. i still got calls a few days/a week after the deadline why they can’t get the rate.
i tried to ask the hotel but there was nothing that could be done at that point, the guests were too late.
if you have a letter/contract stating that they will increase the count of rooms, then i would meet with the hotel manager in person (if you can) and show this to them.
Post # 5
My daughter’s wedding venue (hotel) offered us 25 rooms the night of the wedding and the night before. I told them up front we’d only need a few for the night before (3 booked), but up to 50, the night of the wedding, as most guests were local. From past experience, we estimated a lot of the guests would chose to stay overnight, with a reception ending at 11:30 PM. They ended up booking 52 rooms that night, but the hotel was quite large.
I agree with P.P. and I’d look into less expensive options nearby.
For my 2nd daughter’s wedding, it was a mess. Guests were informed multiple times about the room blocks and expiration dates. Out of 4 hotels and 70 possible rooms, only 30 rooms were booked, at 3 of them. In order to save money, some guests booked at a hotel that ended up being 20 miles away. And 3 aunts/uncles cancelled, a week before the wedding, since they couldn’t get a room.
Post # 6
Thanks for all the feedback. I didn’t specify the rate to my guests. My problem isnt people not booking rooms. 80 Save-The-Date Cards went out and all 20 rooms I was initially alotted are taken. Therefore, anyone else trying to make a reservation under our wedding sees no rooms available. Given the fact that we have 8 months until the wedding, my issue isn’t guests being timely. I am upset because I feel I was misled by the venue when I was initially told we can increase the amount of rooms and am now being told about limitations that were never previously mentioned. The excerpt from my agreement only stipulates that increases are based on availability at the time of request. I do understand from the hotels perspective that they can sell the rooms at full price and that is in heir best interests but my point here is that a limit was never made clear to me so it seems dishonest.
Post # 7
Our hotels were both very clear that this exact thing would likely happen. They said they’ll try to accommodate the discounted rate past the deadline but it’s at the peril of those who waited.
Post # 8
we are nowhere near the deadline (that is in October). i need more rooms because they are all full now – thats only 25% of the guests I expect will need accommodations for the rest of them.