How to Set Up Hotel Room Blocks for Your Wedding
Ensuring your guests have a comfortable place to stay during your wedding festivities is a key part of the experience. Setting up hotel room blocks makes it easy for your loved ones to celebrate with you without the hassle of finding accommodations. Here’s how to make the process smooth and stress-free.
What is a Hotel Room Block?
A hotel room block is a reserved group of rooms offered at a special rate for your wedding guests. Booking a block ensures your guests have convenient lodging near your venue, often with exclusive perks like discounted rates, free breakfast, or shuttle service.
Types of Hotel Room Blocks
There are two main types of hotel blocks:
- Courtesy (Open) Block: A hotel holds a set number of rooms for your guests, typically without requiring a deposit. However, they may release unbooked rooms after a certain date.
- Guaranteed Block: You commit to a specific number of rooms with a deposit or contract. Any unbooked rooms may be subject to an attrition clause, meaning you could be financially responsible for a portion of unused rooms.
Pro Tip: Always clarify the hotel’s attrition policy—some hotels require you to pay for a percentage of rooms even if they go unbooked. If flexibility is important, a courtesy block might be the better option.
How Many Rooms Should You Block?
A good rule of thumb is to reserve 10–20 rooms for every 50 guests. Consider their travel needs and whether many guests will stay overnight. If you’re hosting a destination wedding, a larger block may be necessary.
Questions to Ask Hotels
When inquiring about a hotel block, be sure to ask:
- Room availability on your wedding date
- Any group deal or reservation to mention (especially helpful for all-inclusive resorts)
- Special rates and what’s included (e.g., breakfast, parking, Wi-Fi)
- Minimum number of rooms required for a block
- Deposit and payment terms
- Booking deadline for guests
- Cancellation and attrition policies
- Additional perks for wedding guests
Sample Outreach Email Template
Subject: Hotel Room Block Request for Our Wedding
Dear [Hotel Contact Name],
I’m reaching out to inquire about a hotel room block for our wedding on [date] at [venue name]. We anticipate [number] guests and would love to reserve a block of [number] rooms.
Could you please provide details on room availability, rates, booking requirements, and any deposit policies? Additionally, we’d love to know about any amenities or special perks available for wedding guests.
Looking forward to your response!
Best,
[Your Name]
How Guests Can Book a Room in Your Block
Most hotels provide multiple ways for guests to book rooms within your reserved block:
- Via a Booking Link: Hotels often generate a unique booking link that guests can use to book directly at the discounted rate.
- Over the Phone: Guests can call the hotel and mention your wedding name or group code to secure the special rate.
Pro Tip: Consider sharing the booking details with close friends and family first. This ensures they can secure a room before the block starts filling up with other guests.
Where to Share Your Hotel Block Info
Make it easy for your guests to book their stay by sharing hotel details in multiple places:
- Your Honeyfund Registry: Add your hotel block details to your Honeyfund page so guests can access all your wedding travel info in one place.
- Wedding Website: Create a “Travel & Accommodations” page with hotel details, booking links, and deadlines.
- Invitations: Include a note with your invitations directing guests to your wedding website for room block info. Consider using the booking link to creating a QR code that guests can easily scan and book!
- Email & Text Updates: Send friendly reminders as the booking deadline approaches.
Hotel Block Pro-Tips
- Negotiate: Many hotels will offer added perks (like complimentary rooms or upgrades) if you book a larger block.
- Offer Budget-Friendly Options: If your guests have different budgets, consider reserving blocks at multiple hotels with varying price points.
- Provide Transportation: If your venue isn’t within walking distance, look into shuttle services to make travel easier.
- Confirm Details: A week before your wedding, check in with the hotel to finalize reservations and any special requests.
By following these steps, you’ll lock in great accommodations for your wedding guests and make their stay stress-free. Plus, adding your hotel block details to your Honeyfund page ensures your guests have everything they need in one convenient place!
This post was co-authored by ChatGPT.
