(Closed) OMG! My Hotel booked 3 other groups, and now they are almost sold out!

posted 3 years ago in Logistics
Post # 2
7986 posts
Bumble Beekeeper

First off – deep breaths! It sounds like you will need a max of 10 more rooms (to get to 30)? And that’s with 100% attendance? Does this include the extra 5 that you just reserved? 

Does your current hotel have any suites with 2/3 bedrooms that you might be able to reserve for families and shuffle things around? 

Your shuttle should be able to stop at other hotels. I would absolutely NOT make people walk to the current hotel though. That should be easy to negotiate if it comes to it though. 

Lastly, have you tried checking availability on the hotel website to see if they are, in fact, sold out? Most times they will not let groups book out the entire place, so you might be able to book a few rooms separately (higher rate), and then cancel if you need. Obviously check the cancellation policy and make sure you follow it if that is the case. 

Post # 4
4890 posts
Honey bee

 Ok, I am only saying this because there was another post about the weather forecast for August.

That is not a reliable thing.  Any respectable meteoologist is going to tell you that you can only predict about 10 days out.  Today is April 27th…You are not even close.  In fact when one website started doing 90 day forecasts pretty much every meteoologist out there said there is no scientific basis to back that up.  You have the exact same accuracy as you would guessing or flipping a coin or spinning a wheel of weather options.  About all you can do is look at the Farmer’s Almanac and guess based on what has happened historically.

So of course everyone should be prepared for any potential weather option at any time, but trying to forecast now is basically a waste of your time and working you into a frenzy for no good reason.

Post # 5
68 posts
Worker bee

Can you just book the shuttle service to start earlier and go to both hotels?  I don’t think it’s a big deal.  We have a couple different hotels for ours that are all a few minutes apart.  People don’t care.

Post # 8
175 posts
Blushing bee

I’m not sure if I understand your situation. Who is exactly at fault that you have to book another hotel? If it is you original hotel not honoring the deal they had with you, or maybe a booking agent, could you ask them to organize and cover the cost of the shuttle for the guests from the new hotel to the original hotel? 

Post # 9
3350 posts
Sugar bee
  • Wedding: June 2017

View original reply
honeybee69 :  bee, our hotel booked a THREE DAY MUSIC FESTIVAL the weekend of my wedding after we had made the block. They called to tell us that guests should expect a 2 hour wait just to get up the driveway because security is checking everyone and they should expect to hear music IN THEIR ROOMS UNTIL 4AM!! there were three sound stages – fucking ridiculous. And there were no other hotels within an hour to accommodate all our guests. 

All this is to say, it’ll be ok. Your guests will figure it out and so will you. 

Post # 10
7584 posts
Bumble Beekeeper
  • Wedding: October 2014

Just get a bunch of Uber codes and people who don’t want to walk from the other hotel can get an Uber at a discount. You can even get Uber codes that let you pay for the rides. Just pad the times AJ they show up 10 minutes or so before the shuttle has to leave, so there’s time for loading them up.

Post # 11
4890 posts
Honey bee

Here is the thing…just because you made a block of rooms somewhere doesn’t mean that is where guests choose to stay anyway.  And most people I know make a block at a couple of different hotels at a couple of different price points to give people options anyway.

I frequently look for better deals using reward cards for chains I stay at or through travel sites.  If I don’t like the hotel the block is booked for, I seek elsewhere (my cousin blocked rooms at a hotel that was close to the reception site, but also dingy and a little sketchy looking and ridiculously overpriced with a two night minimum so I found a cheaper room in a nicer place not much farther away).  If the block is full, I just seek elsewhere (no big deal).  

The purpose of the block isn’t to have your guests in one place and you facilitate their every movement to/from your wedding – It is a courtesy to make sure the option of a room is available to your guests should they want one.  That is where your responsibility starts and ends and even then you weren’t required to make the block in the first place. It is nice you have the option of a shuttle, but no one is obligated to use it or stay where you want them to.  They make their own plans and are responsible for figuring out how to drive/walk themselves to your wedding unless you chose something ridiculously inconvenient that can only be accessed by your shuttle – then you need to suck it up and pay more to make that shuttle arrangement work.  Otherwise you tell them this is what you are offering, if they want to use it then great and if not, then also great.

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