Post # 1
I am totally freaking out. My hotel said they would let me know when we reached our cap! I had message them a month earlier about increasing the number, and I was told that there was another wedding. The booking agent told me not to worry though, there would be enough hotel rooms to go around. I had already booked a shuttle bus, and reached out to guests letting them know to book ASAP. We have invited 107 people to our wedding
Well today my SIL was booking her hotel room, when she noticed that the group rate wasn’t available. So I called the hotel only to find out that they booked 2 soccer groups. They where able to add 5 rooms to my block, but that was it, after that they where sold out. I couldn’t believe it! I had spent 2 months hammer out the details with my shuttle company, and now there might not be enough rooms? I was able to get a hotel room block at another hotel that was only a 5 minute walk from the other hotel, but it’s not a super pedestrian friendly. There is an over pass, and they have to cross the street at a light, and there is a gap in the side walk for a half a block. And what if it rains! My wedding is June 9th, and they are already calling for rain on the extended forecast.
I don’t know what to do. The hotel I booked with has a 12 person shuttle bus and I already reserved in addition to the school buses, but I don’t know if they would stop at the other hotel. Sending the 40 person bus there seems silly unless the other hotel gets really booked. Not gonna lie, not a fan of having a bunch of kids in kleats running around on my wedding night either.
I am just so frustrated. I was assured by group reservations that they would be able to accommodate everyone. I told them initially we would need 30 rooms, but they only offer them in 10 room blocks at a time. Some people are just now getting their invitations, and we already have 20 rooms booked. Thankfully all immediate family has booked. Some friends have booked at the hotel and they aren’t planning on using the shuttle either. I wish I had just booked the other hotel in the beginning and had one with shuttle and one without. But for every 7 rooms booked with my original hotel, you got a free round trip with the 11 person shuttle. I am so glad that I already reserved the shuttle.
I just want to cry.
Post # 2
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 # 3
I checked, they are in fact, completly sold out. The rooms they gave us where the last they had.
The issue with having it make stopes is that the shuttle schedule was pretty tight as it was factoring traffic and loading and unloading time. In order to accomodate the extra time, we’d have to push the ceremony back by 30 minutes. But I have a bunch of entertainment set up, with some cultural entertainment and we have 2 of our friends bands playing. It would screw up the whole time live, and push things later, and we only have the DJ until midnight. And I really don’t want to add another 30 minutes onto the transportation reservation. It is already costing an arm and a leg!
Also, the 30 was an estimate, figured 60 or so gests would be staying at the hotel. And the thing is, my Mother-In-Law didn’t invite 9 people she really should have because of ettiquette, so we are going to be at like 100% venue capacity.
Post # 4
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
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 # 6
The issue with that if I would have to pay extra and renogiate the contract. We already got a discount and I’m worried adding more time would bump it up to the orginal pricing. Also, it’s through the school district, and while they have a great reputation for transportation on the actual wedding day, but the communication leading up to it is lacking. I was so releived when I was finally done. I’m already stretched so thin with all these 11th hour details.
I so didn’t need this right now.
Post # 7
And yeah, I get that, I just know early June can be a bit rainy in New York, so I was looking ahead to see what they where predicting the weather would be. I’m sure it will change, but I just want to know what meterologist where thinking might happen.
Even if it doesn’t rain. no one wants to walk a dirt path in heels.
Post # 8
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
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
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
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.