(Closed) When to book the room block?

posted 6 years ago in Logistics
Post # 3
Member
13015 posts
Honey Beekeeper
  • Wedding: November 1999

As long as they will honor the block until about a month before your wedding, you should be fine.  We set our block up in June for a March wedding, and the rates are guaranteed until middle of February. If it involves travel, people will definitely appreciate (1) extra time and (2) the great rate!

Post # 4
Member
998 posts
Busy bee
  • Wedding: November 1999

@Liecey84:  I think the sooner the better. Just make sure they give you the option to cancel without penalty in case you find a better deal in the next few months. 

Post # 5
Member
1406 posts
Bumble bee
  • Wedding: November 2011

If you got a great quote already, I’d make sure to find out how long/close to the wedding they can hold it.  If it’s close enough, I’d definitely do it….your family would be thrilled to have a deal on hotel rooms.

Post # 6
Member
2335 posts
Buzzing bee
  • Wedding: November 2012

Go for it now.  Hotels do not mind and you might get a better rate.

I booked a room block a few months ago for my April wedding.  They just announced the dates for a running race and its much earlier than usual, landing on my wedding day.  20,000 people come into the city for the race- I’m definitely glad I booked those rooms ahead of time!

Post # 7
Member
10851 posts
Sugar Beekeeper
  • Wedding: September 2010

Do it now and tell your wedding party and family about it NOW. We booked ours really early and let everyone know, but a few people put it off and ended up without rooms which was not ideal. You may also want to book a couple extra for people like that 😉 My dad booked about 3 extra rooms and they were all taken by friends/family!

Also a few of our guests were told the wrong info by the hotel (I think because they were getting really close to being full for the weekend and they wanted more money than what we had arranged) that they had to book for 2 nights to get our rate, etc. It was a bit of a nightmare but we got it sorted out. I just wish more people had listened and booked earlier!!

Post # 8
Member
1548 posts
Bumble bee
  • Wedding: November 1999

We’re getting married next Sept. also and I already booked the room block. The hotel we are staying at already has 2 other weddings booked for that weekend, so we wanted to ensure our guests would be able to get rooms. I say the sooner the better!

Post # 9
Member
570 posts
Busy bee
  • Wedding: November 2012

Do it ASAP!!! You never know if there is another wedding that weekend, some sporting event/tournament in the area, a festival, etc. We set our block up as soon as we confirmed the date with our venue. Then we sent the block info to immediate family and wedding party, and added the info to the wedding website. I sent our Save-The-Date Cards in early February since so many of our guests are going to need to travel and stay overnight, so I wanted them to have PLENTY of time to plan/take off work if necessary. The website URL was on the save the date, and I was telling everyone at our engagement party and my bridal shower to make sure they reserve their room. After that… it’s on them. At least I gave them the information 9 months in advance.

Post # 11
Member
945 posts
Busy bee
  • Wedding: May 2013

I’m getting married in May and we booked ours last month. If the hotel will do it that far out, I say go for it. Especially in case they have events going on nearby.

For example, our hotel has contracts with out of town NHL teams and press. Playoffs happen to be in May. By booking when we did, we’re guaranteed our rooms should our team make playoffs. There might be other weddings, conferences, etc.

ETA: None of the hotels we looked at required us to pay for unused rooms, but that’s something you’ll definitely want to ask. If they don’t, I say request the max they allow (for us it was 30). Even in-town guests may want to stay there if it’s close to the venue especialy if there’s going to be alcohol served.

Post # 12
Member
10851 posts
Sugar Beekeeper
  • Wedding: September 2010

@Liecey84:  Our hotel blocked 10 rooms at a time. So when those first 10 were gone, they set another 10 aside for us. I would stay on top of them about it though, don’t necessarily trust them to follow through on that 😉  We didn’t need to send a deposit or anything, but we did have to sign a contract I believe.

Post # 13
Hostess
23602 posts
Honey Beekeeper
  • Wedding: September 2011

I’d definitely do it now, esp since it’s such a good deal.  We also did 10 blocked rooms at a time, with 5 additional as we needed them.  We also signed a contract with them. Best of luck to you!

Post # 14
Member
1548 posts
Bumble bee
  • Wedding: November 1999

Our hotel allowed us to block 30 rooms without having to give a deposit. We are not responsibile for paying for unsued rooms, so we went with the max. 

FWIW, our block is through Marriott, once we have 9 rooms in the block confirmed, we will get a free suite for the bride and groom. If we have 15 rooms confirmed, we will get another free room. 

Post # 15
Member
155 posts
Blushing bee
  • Wedding: June 2016

I just called a few hotels around here a few days ago and they all told me to book the room blocks as soon as possible because sports (high school, college etc) start booking room blocks in January. So you should start booking them now 🙂

Post # 16
Member
790 posts
Busy bee
  • Wedding: November 2012

I didn’t set mine up until the end of May for my Nov. 3 wedding. I waited too long as the hotel I really wanted to use raised their prices considerably from the original quote they gave me a couple months earlier due to some big events that had been scheduled to take place the weekend of my wedding. Fortunately I was still able to find a couple of good options, but lesson learned…don’t put this off.

Edit: We were expecting 75-ish guests, almost entirely from out of town. We blocked 20 rooms at one hotel and 20 at another. It turns out that everyone wanted to stay at one of the hotels, and fortunately I found out that the booking person had set aside 5 extra rooms for us, but even those are now booked. I tried to get more from that hotel but they couldn’t give us any more (it’s not a big chain hotel) as they said they have a certain number of rooms that are reserved for sites like expedia and priceline.

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