(Closed) Room blocks and OOT bags

posted 7 years ago in Emotional
Post # 3
873 posts
Busy bee
  • Wedding: August 2010

Darling Husband and I are staying in a different hotel than the block is at for one wedding this summer, and we certainly don’t expect the bride to track us down (even though she knows where we’re staying) and give us a bag.  Our choice to stay at a nicer hotel = losing our on Out of Town bag.

That being said, I’d really wonder why you only had 2 people booked in your block!  I wonder if the hotel messed something up?

Post # 4
1736 posts
Bumble bee

Perhaps some of the guests booked through sites like Expedia or Priceline. In that case, they wouldn’t have had the opportunity to state that they were a part of your wedding block.

Another idea – you could simply create some bags and ask the hotel to distribute on check in. Provide them a list and see if they’ll ask guests if they are affliated with a wedding upon check in. If they are, they will give your name or future hubby’s name and the hotel clerk can gift them with their welcome bag!

Post # 5
4150 posts
Honey bee
  • Wedding: November 1999

Can you have people (MOB, Future Mother-In-Law, etc.) check in with your guests and see what the deal is?   That’s crazy that almost everyone has to travel and only 2 have booked.  Did you include the hotel info in the invitations?  I’m trying to think why people wouldn’t have booked yet, especially for a summer weekend.

Post # 6
2203 posts
Buzzing bee
  • Wedding: October 2011

I would have your mom or some family member follow up with other family members to see what their plans are and to remind them the room block expires.

I ended up having to extend my room block deadline by a week because people just forgot to book and then were calling trying to get a room. Fortunately, the hotel I worked with was very flexible.

Most people procrastinate. I would send your friends/family quick messages just to remind them- in a light-hearted way.

Post # 7
4192 posts
Honey bee
  • Wedding: July 2012 - Baltimore Museum of Industry

Our block expires tomorrow also. Luckily, I checked with our sales manager on Friday- only 9 rooms had been reserved- the best man hadn’t, my father hadn’t… people just forget (that’s why you have to hunt down rsvp’s.) Call or email a reminder- people who had forgotten really appreciated the nudge. And, it might also help with the missing rsvps.

Also- don’t drive yourself crazy delivering Out of Town bags to other hotels-not something to need to stress about the day of/before, unless you have a helper (FMIL might be willing to do this for me.)

Post # 8
269 posts
Helper bee
  • Wedding: December 2012

If you do find that some of your guests booked at the hotel, but not under your block you can always ask your hotel sales manager to adjust their reservations to be blocked under there (which your sales manager should want to do since group block pick-up is part of their sales goals.)

The only reservations they can’t do that with would be the internet sites like Expedia and Travelocity since they would have most likely booked under a discounted rate. Your hotel can also send you a pick-up report, which will let you know the names of the guests under your block. Depending on the occupancy and how soon it is to your wedding, you might be able to extend your cut-off date another week to allow for additional guests to still book.

Post # 9
1252 posts
Bumble bee
  • Wedding: November 2011

Go ahead and ask out-of-towners if they’ve booked rooms yet.  I found that some guests booked rooms at the hotel but for whatever reason they weren’t put under our block.  The hotel was able to find their reservations in the system and move them to our block.

Post # 10
3885 posts
Honey bee
  • Wedding: September 2011

Definitely ask the out-of-towners if they’ve booked; if they have, ask them for their confirmation number. If they’ve prepaid through Expedia or another site, they’re probably up a creek, but if it’s not prepaid, the hotel will probably grant the lower rate.

After that, it really depends on how much effort you want to put into it— personally, if there’s no contract, I’d just let them fend for themselves, but I would still do welcome bags for the guests at your host hotel.  These folks took the time to book where you suggested, and used your code, no reason they should miss out on the surprise you planned for them!  But don’t spend a week delivering bags to every hotel in town.  There’s several reasons we ask folks to all book into the hotel we picked, and the convenience TO US of having everyone in one place is one big reason.

Post # 12
786 posts
Busy bee
  • Wedding: December 2014

I think it depends. A friend of our just had a fairly large wedding in Manhattan. She booked room blocks at 3 different hotels. Because of the size of the wedding and the size of the city, if people didn’t book their rooms in one of the 3 hotels, she didn’t give them a welcome basket. 

For our wedding, since we live in a relatively small town, we will find out where everyone is staying (if they choose not to book at the hotel with the room block) and run around to each one with welcome baskets. Its annoying, but its one of those things we just do. I think its totally up to you, but I am the same way with all of the little local things, goodies that are personal to us and personalized notes. I would feel sad to forego the baskets so I would just go for it, if I were you!

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