Amid the hustle and bustle of wedding planning, room blocks are often overlooked and left until the last minute. And while room blocks may not be the most exciting decision to make in the grand scheme of your big day, it is necessary to determine. This blog post will answer some key questions: What are the risks and benefits? Is it worth it? What is the process for booking?
There are numerous pros and cons, so we'll help you determine if a room block is for you!
What is a Wedding Room Block?
A room block is meant to assist your out-of-town guests in finding accommodations for your wedding festivities. It's a reserved block of rooms set aside expressly for your guests. Typically these come with a group discount rate for guests and/or an additional perk here and there (i.e., a possible room upgrade or a free room for you and your fiance). There is much to consider as to whether booking a room block suits you and your guests!
Do You Really Need a Room Block?
Room blocks are a good idea, particularly for destination-type weddings. But through the years, I've seen fewer and fewer clients want to deal with the added "To Do" of figuring out room blocks. It depends on your situation.
Room blocks are always interesting, and couples handle this aspect differently. I've seen everything from the extreme of not doing anything (I don't recommend going that route for destination weddings, as guests will need some guidance) to booking multiple room blocks.
What are the Pros and Cons of Booking?
The main Pros are:
You know where your guests are, or will be, if you need to reach them quickly.
If you are doing other group activities, it's much easier to wrangle people from one central location.
It makes it easier for them to arrange activities independently (which is especially handy when dealing with family or groups of guests that know each other).
It can be cost-effective for guests (and if estimated strategically, won't impact your budget).
It makes organizing transportation (if you're providing it) significantly more manageable.
Particularly with older guests, some expect that there will be a room block.
The main Cons are:
If you're not booking a "courtesy room block" (defined below), there is a potential financial risk that can be a considerable drawback.
It's yet another thing to add to your growing "To Do List."
It could add stress and create concern about filling your room blocks or reserving enough rooms to cover all the guests.
So, What Should You Do?
I recommend putting feelers out early to gauge how many people will likely want to stay at the hotel. I've had couples take the approach of sending out an official survey to guests, but going a less informal route is more than OK. Ask those you're close with to see if they seem interested or would softly commit.
Room blocks will likely be more favorable if you stay at the same hotel as guests the night of or plan to do post-event drinks at the hotel bar, etc. But when Airbnb and similar platforms became more popular, there was a slight shift where room blocks were booked up a little less.
That is not meant to be a deterrent but something to consider when deciding how many rooms will be blocked off.
Additionally, hotels will have requirements in terms of financial responsibility even if rooms go unfilled.
That is one of those aspects that will vary based on the hotel contract - but I've seen a range of this, such as after "X" date you are responsible for paying this % of unused rooms, all the way to stricter contract terms where after "X" date the remaining costs fall on you even if the rooms go unused. It's usually not an issue, just something to weigh with budgeting.
Some hotels occasionally offer what is known as a "courtesy room block," which is ideal. That means they hold rooms for your guests, but you are not charged a fee for unfilled rooms.
When couples are on the fence, I usually see them go one of two routes:
Book a lower number of rooms, possibly the minimum or close to the minimum, and note on your wedding website that "rooms are limited, so please book early to ensure your room as it's first come, first serve." So you've done your due diligence; it's more on them if they've missed out.
Suggest hotels (three to four is a good number) versus providing a room block. You can even add this explanation to the Q&A on your wedding website with something such as: "Do you have a room block? No, because of the numerous wonderful accommodation options here in X, we didn't want guests to feel limited or confined to one area." This method is the easiest option; pick your top recommendations and call it a day. But again, there are factors to consider before going in this direction.
If you prefer the first option, then during your initial inquiries, ask about the hotel's minimum requirements. Some have smaller minimums, so, for example, it would be fine if it's ten rooms and you already know of thirty highly interested guests. And when asking around among your guests, you may be able to determine rather quickly if it's worth spending the time on.
When Should You Book?
To avoid availability issues and secure the best rates, it's crucial to start the room block booking process early. Contact hotels as soon as you decide to move forward with room blocks, or even if you're just exploring the idea. Keep in mind that room block quotes typically have an expiration date, so rates may only be valid for a limited time.
What is the Booking Process?
If going with a Room Block sounds right for you, there are several steps that you can follow to make the process as seamless as possible. Reserving a room block is both simple and slightly tricky (I'll explain).
1. Decide on the Number of Rooms.
As mentioned above, determining the number of rooms you'll need is an excellent place to start. Even though you most likely won't have an exact number, ask some of your guests, look at how many people are traveling, and reflect on the available accommodation options in your area.
While step one may require a bit of guesswork, an estimate is better than booking without doing your homework (read that as potential dollars lost from not fulfilling the contract quota).
2. Decide on Your Top Hotels.
For couples local to their wedding venue, you may have a slight advantage when it comes to room blocks. You'll likely already know what area, or even specific hotels, you want to look at.
For those unfamiliar with the area, get to Googling! Another solid option is to join local Facebook groups. Those can be helpful resources in directing you to reputable businesses or sources.
And, like with anything you're purchasing or booking, shopping around for the best rates is vital to saving money.
Typically, when you book a room block, it's just a matter of connecting with the person in charge of this department at a specific hotel. They'll walk you through the steps and send over the contract for review and signature.
3. Read the Contract.
When you've narrowed down your options, be sure to read that fine print. Ideally, courtesy blocks are the best, but that may not be an option depending on your area and the hotels you're looking into. Also, do the math and ensure you can cover the extra costs in the worst-case scenario.
More times than not, hotel contracts are relatively standard, but also, be sure to review for any red flags or terms that you disagree with.
4. Book the Block.
That aspect is all pretty straightforward. You'll be asked to sign the contract, and depending on the terms, they may take payment information from you upfront. If you have any questions, don't hesitate to reach out to your hotel contact. It's better to ask many questions than risk being surprised by the answers further into planning.
5. Spread the Word.
Informing your guests is hands-down the most essential step. After all, what good is a room block if guests don't know it exists? Once you've booked your room block, add this information to your wedding website. Including accommodation information with your invitations is also crucial. You can go ahead and add a card insert designated specifically for accommodations. Lastly, word of mouth is always a tried and true method. Whenever you chat with out-of-town guests, mention that you've booked a secured block for their convenience.
Miscellaneous Tips.
Welcome Bags: When doing room blocks, consider adding welcome bags for guests to grab during check-in. Welcome bags are not a "must-have" and entirely dependent on your budget. But a weary traveler loves nothing more than a pack of goodies (water, snacks, key information, thank you note, kleenex, etc.) when finally getting to their destination.
Location, Location, Location: Be strategic about where you place your guests. Choose a hotel that is not only close to your venue but also near other activities and events such as the rehearsal dinner, after-party, or next-day brunch. This makes it easier for guests to carpool and participate in all of the festivities.
Determining how many blocks: This recommendation varies widely from planner to planner. However, I suggest keeping room blocks to one hotel and, if needed, offering additional accommodation recommendations. It simplifies everything and lessens the chance of paying for unused rooms.
To Wrap It All Up
Booking wedding room blocks can be a thoughtful way to ensure your guests have comfortable and convenient accommodations during your wedding festivities. By carefully considering the pros and cons, gauging your guests' preferences, and following the booking process outlined in this post, you can secure the best arrangements for your big day.
What are your thoughts or concerns about room blocks? Comment below!
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