Post # 1
We are having a wedding of about 160 people. There really aren’t many out-of-towners, however, there will be alcohol at the wedding so many of our guests/bridal party have expressed interest in booking a hotel room for the night. Our venue has a hotel that shares the same parking lot, but it is already completely booked for our wedding night (June 9th). I found another hotel less than 2 miles away though that has available rooms.
My question is, how do you know how many rooms to block? If they aren’t all booked then we still get charged. What if we don’t book enough rooms? Do you ask all of your guests ahead of time so you know how many to block or do most people just leave it up to their guests to book their own rooms if needed?
Post # 3
you can start with say 20 rooms, your guests have until 6 weeks before the wedding(or whatever the timeline is) to reserve their room…. if only 10 rooms get booked you will not be charged for the unused rooms, they release them back to the public. if the 20 rooms get booked and you need more, they will add on an extra 10 rooms once like 75% of the inital room block is booked.
Post # 5
@RockStar33: agree! thats how we are doing it
Post # 6
@RockStar33: That’s how ours worked, too. The rooms were released to the public ~3 weeks before the wedding.
Post # 7
If our guests don’t book before 1 month out they release the rooms. We don’t get charged either way. We blocked 15 rooms to begin with.
Post # 8
I would call the hotel and see how many rooms you can block off. Some have limits – I could only reserve 20 rooms for instance. I would then look at your guest list and try and get a rough estimate. You’ll need X number of rooms for Out of Town guests, X for the bridal party, and then I’d plan on maybe an extra 10 for anyone else who won’t want to drive. I personally think it’s better to book too many than not enough. Then, what typically happens is any unbooked rooms will go back into general inventory 30 days before the wedding and you will not be charged for these rooms. If guests book after the 30 day mark, they will probably be able to get the discounted rate but it will depend on the hotels’ policies. The hotel policies will also dictate if additional rooms can be blocked as more people make reservations and if they will honor any discounts for guests if you exceed the number of rooms blocked. Be sure to sign a contract.
It also depends on how popular the area is at the time you are getting married. If it’s super popular and you know hotels will book fast, I’d definitely block off a few more rooms than I think I’d need. But if it’s not popular, I wouldn’t stress out about it. Just block a few and let your guests figure out what they want to do on their own.
Oh! And ask about getting a free shuttle and/or bridal sweet. Lots of hotels will comp those things if you have X number of rooms booked.