Hotel Room Blocks
Photo Credit: Ben Q Photography
Need a hotel room block? Check out our sister site, The Room Block Source!
During wedding planning, most couples will need to advise their guests on hotels close to the reception venue. Couples are encouraged to contract a hotel block, but how is this done?
The Room Block Source can help! We not only help the RK Weddings & Events clients, but can help individual Wedding Planners and Clients, too.
In the mean time, there are a few things you should know about blocking hotel rooms for a wedding:
PROS: BLOCKING HOTEL ROOMS FOR A WEDDING
This is the biggest benefit for sure. Hotels and resorts will offer a discounted rate for you and your guests if you decide to do a hotel room block contract for your wedding.
Another benefit is the special concessions you and your guests will receive by booking the hotel through a room block.
- Free upgrades or free rooms
- Special amenities for the bride and groom
- Discounted rates on rooms
- Discounted parking or valet
Some hotels and resorts offer free hotel rooms if a certain number of rooms are being reserved by wedding guests. For example, some hotels will offer one free room for every 25 room nights reserved and paid for under your wedding block.
Anniversary Complimentary Stays
Some hotels offer a complimentary stay for the bride and groom on their first anniversary. Wouldn't that be awesome?
Everyone pays the same
All your wedding guests get the same rate if they book within your hotel room block. Doing so guarantees that all guests have the same cancellation policy, the same deposit (usually one night) the same concessions and amenities.
Planning on having a shuttle? If you block hotel rooms, you can request a rooming list from the hotel, showing all rooms that have been reserved under your room block. This will give you an idea of how many people will be attending.
Everyone staying in one place
If everyone books their own rooms, they will all book rooms at different hotels all over the place. Imagine how much of a headache it would be to coordinate the wedding weekend events, especially if the wedding is at a venue outside the hotel. With a room block, everyone is at the same hotel/resort and organizing is simple.
You know there is a room for everyone
Room blocks ensure there is no danger of the hotel being sold out. Once the rooms have been blocked for you, they are taken out of general inventory and are not available to the public. Only after your cut off date (usually 30 days before the wedding), do they get released to the general public if they haven’t been booked by one of your guests.
CONS: BLOCKING HOTEL ROOMS FOR A WEDDING
Discount Travel Sites
We all get those emails with last minute deals from travel websites. In some cases, those last minute deals turn out to be cheaper than the group rate you and your guests are paying at the resort.
If you’re blocking hotel rooms for a wedding without exclusive use, you or your guests may at some point (usually long after you’ve negotiated your room block rates), find cheaper room rates for your hotel online. Unfortunately, this is the nature of online flash sales and there’s not a whole lot you can do about it.
It is a little frustrating, but it’s the only way hotels can fill rooms that most likely won’t sell otherwise. Most of the time, there are only a few rooms available at this rate anyway, so better to reserve the block for everyone to ensure availability!
Important things to take into consideration
It’s common for hotels to charge fees for things like delivering welcome gifts to guests’ rooms and receiving packages on your behalf. This should all be stated in your room block contract. These fees are typically non-negotiable.
Attrition is a clause some hotels use to ensure that their group block bookings are committed. The Couple is financially responsible for a specific minimum number of rooms regardless of how many are actually booked by guests. If a group block isn’t hitting that minimum number of rooms by a particular date, the party signing the contract may face a financial penalty or the empty rooms may be released to the public for sale.
This is why its so important to work with a travel partner who understands how this works and will help you make the most of your room block, and help you understand attrition and cancellation fees from the beginning to avoid financial liability. Attrition rates vary widely among hotels, and many hotels bypass this but may have other ways of guaranteeing a particular number of bookings.
Cancellation Policy and Force Majeure
This is another clause in the contract you need to pay special attention to when blocking hotel rooms for a wedding. It’s in your best interest to be sure that the cancellation policy is very clear in your hotel contract.
The Room Block Source is a travel specialist and has worked closely with hotels for over 20 years. Contact them today to find out more about how we can help you with your hotel room block!
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