Hotel room blocks can come in handy when you’re planning a wedding. Not only do they help out your traveling guests, but they come with some perks for you as well.
If you’re not sure what a hotel room block is, let me explain it to you. Hotel room blocks are when you arrange for a set number of rooms to be “set aside” with a specific hotel. Each hotel does it a bit differently. In general, you tell the hotel how many rooms you may need, and the hotel assigns a name or designation to that block of rooms. When guests go to book their hotel room, they inform the hotel about the block they are booking under. In return, they typically get a better rate.
The great thing about hotel room blocks is that they make it easy for all your wedding guests to stay in one place. And, they help make their stay a bit more affordable. And, since you’re the one who arranged the room block, they help make your stay more affordable, too. More on that later. In general, hotel room blocks are good thing.
What You Should Know About Hotel Room Blocks
This post is going to share with you all the things you should know about hotel room blocks. From the perks that come with it, to choosing the right hotel, the details are there for you. I even have tips to help you decide how many rooms to block off, and red flags you may want to watch out for.
Let’s get into it!
WHY ARE HOTEL ROOM BLOCKS POPULAR?
The main purpose of hotel room blocks are so you can make travel a bit easier for your guests. Because you’ve already vetted, researched, and checked out a specific hotel, your guests won’t have to do that up front work themselves. They can be confident that the hotel you’re choosing for your wedding will be convenient, affordable, and have an enjoyable stay.
More than that, hotel room blocks can mean that your stay at the hotel is discounted or complementary. Many hotels will upgrade the rooms for a couple who is getting married. This is cool because you’re likely to have a suite, or beautiful space, provided to you. Often, hotels will provide complementary champagne and snacks as well. Perks, perks, perks.
HOW TO PICK THE RIGHT HOTEL
All hotels are not created equal. When it comes to choosing a hotel that you will block rooms at, and recommend to guests, you need to do your research.
PROXIMITY IS KEY
First off, find a hotel that is close to where you are getting married. This is a great place to start. In fact, I would start by looking at hotels that are the closest to your venue. Branch out from there. Be sure to read reviews and look at ratings so you can recommend a hotel that will have a pleasant stay.
THERE NEEDS TO BE ENOUGH ROOMS
Second, you need a hotel that is big enough to accommodate your guests. If you have a very small wedding, this is less of a worry. However, if your wedding will have a large number of guests, and most of them will be staying overnight, you’ll need a hotel that has lots of rooms. Keep in mind that the bigger the wedding, the sooner you should start looking for hotel room blocks.
BUDGET NEEDS TO BE CONSIDERED
Third, you’ll want a hotel that is affordable. With the room block, there will likely be some sort of discounted rate. Or, the rate should be reasonable. Guests will have varying budgets for their travel. Be sure to block rooms at a hotel they won’t mind paying the room fee for. For you, look for a hotel that will reduce your room price or give you a room for free if your wedding books a certain number of rooms.
DON’T GET STUCK WITH THE BILL FOR HOTEL ROOM BLOCKS
Fourth, do not work with a hotel that requires you to pay for rooms that are leftover in your room block. Typically if a room block isn’t booked to completion by a certain date before an event, the rooms become available to the general public. If this isn’t the case for your hotel room block, move on. You do not want to have to pay for rooms that are unused by your wedding.
HOW TO ESTIMATE HOW MANY ROOMS YOU WILL NEED
In order to estimate how many rooms you’ll need for your hotel room block, you’ll have to look at your guest list.
Now, some sites will claim that there is a calculation that will help you determine how many rooms will be needed for your room block. I believe that every wedding is different. The number of rooms needed depends on how many of your guests will travel, how close your wedding is to those who aren’t traveling, how big their budgets are, and if they are drinkers.
In order to estimate how many rooms you need, I suggest you take a good hard look at your wedding guest list. Remember, married couples and families are likely to share one room (much like they will share one invitation). Go through each invitation that will go out. Ask yourself if they live far away, or if they will likely just go home after your wedding. If you’re unsure, reach out to the guests in question. Remember, you don’t need an exact number to tell the hotel. A ballpark number of rooms is fine.
HOW TO WORK WITH THE HOTEL TO CREATE HOTEL ROOM BLOCKS
When you go to actually block your rooms, start by calling the hotel. You will probably be directed to work with someone who’s whole job is to help with event planning. This person likely has a lot of experience walking though the details of hotel room blocks with guests.
When you work with the hotel, you’ll likely need to answer specific questions about when your wedding will be, and how many rooms you’ll need. The hotel will want to know if you’ll need rooms for more than one night. Be sure to ask about transportation to your venue, for you and your guests, and if this is a service they provide. Ask about check in and check out time, and if there are additional charges for extra people in a room.
If you plan on staying at the hotel, find out if there will be a fridge in your room, in case you bring home any goodies from your wedding, too. This is always an added plus for a late night snack or eating your cake for breakfast the next day. And, as a last note, ask the hotel about any extra concessions that may come with your room block, as recommended in this article.
HOW TO TELL YOUR GUESTS ABOUT HOTEL ROOM BLOCKS
There are a couple of ways to inform guests about where you recommend they stay.
The main way is on your wedding website. Most wedding websites are set up so you can put the direct link for the hotel room block right there for your guests. It should be super simple for guests to find the link and go directly the hotel’s site. The room rate and details should be there already.
The next best way to inform guests about the hotel room block is with an invitation insert. This would be a little card that gets sent with invitations that has the details for guests to check out. Be sure to include the name of the hotel, their phone number, the name of the room block, the dates of the room blocks, and a link for your guests. If you want to get fancy, add a QR code to the insert.
PERKS OF HOTEL ROOM BLOCKS
These perks are sprinkled throughout this post, but I’ll list the benefits of hotel room blocks below:
- All your guests will be in a specific hotel
- Your guests don’t have to figure out where to stay
- Guests may get a discounted rate on their room
- You and your new spouse may get a complementary or deeply discounted room
- You may receive other perks from the hotel such as complementary wine, snacks, or points
PAYING FOR HOTEL ROOMS
I’m just throwing this out there. Everyone should be clear about who pays for hotel rooms when you get married.
By in large, each family, or person, should pay for their own room. Unless you are very wealthy, and have told everyone that you’re covering their hotel rooms, there should be no expectation that you cover the cost of the rooms. This is true even if there is a hotel room block. So, from regular guests to family members, and the wedding party, each family or person should expect to pay for their own room.
A NOTE ABOUT WELCOME BAGS
If you are having welcome bags at your wedding, you may need to work with your hotel to make sure guests receive them.
Welcome bags are little gift bags that you put together for your guests. Their contents vary, and you can learn more about them in this post. The thought is that when guests arrive for your wedding, they are given a bag upon check in, or the bags are left in their rooms for them. Each hotel will have a different way of doing things.
If you plan on having welcome bags, work with your hotel early on. You may need to bring the bags to the hotel a few days before anyone checks in. There may be special instructions, too. This is a thing that is kind of simple, but also easy to mess up, so work out the details with the hotel staff well in advance.
CLOSING THOUHTS
Alright friends. Hopefully you’re motivated to book some hotel room blocks for your wedding. Remember, the bigger your wedding, the earlier you need to start looking into this. Once you know your venue and date, this should be one of the next things you attempt to complete. Hotel room blocks can make things easier for everyone, and help your travel accommodations be a bit more affordable. There should be no added cost to you, and only benefits. Happy wedding planning!
More From Hummingbird Wedding Advice:
12 Alternative Wedding Guest Book Ideas
What You Should Know About RSVP Etiquette
All About Hosting A Dry Wedding
Did you find this post helpful, inspiring? PIN it to your Wedding Planning Board on Pinterest!
Items For Your Welcome Bags:
The Actual “Welcome Bags” – This set of adorable bags are perfect to fill with goodies for your guests.
Purell Hand Sanitizer – Pack of Mini’s – This comes in a “fish bowl” so you could break it up and place in welcome bags, or leave it out at your actual wedding.
“On The Go” Packs of Blue Diamond Almonds – Just a suggestion for a crowd pleasing healthy snack. Plus, almonds are delicious.
[…] and they all received a discount for staying there. If you’d like details on that experience, this is the post for you. However, the point is, it was easy for us to coordinate with the hotel so a shuttle picked up our […]