Whether you’ve decided on a destination wedding or a spot closer to home, chances are you’ll have some guests coming in from out of town for your wedding. With people coming from all over, it’s beneficial to have a block of rooms available to your guests so they know they’re staying in a hotel that’s convenient to your venue. Organizing a room block may also offer a slight discount to the fee and allow you to take advantage of other amenities at the hotel.
If you’ve decided to organize a room block, it’s always nice to get in contact with hotels as early as you can. Once you’ve confirmed your venue it’s a good time to start looking. The number of rooms you need to block depends on how many out of town guests you anticipate having. Some hotels will charge a deposit or ask for a guaranteed number of rooms to be booked, be sure to underestimate if this is the case.
How do you negotiate a room block?
There are many approaches to getting a room block – you can call around to hotels in the area, but some places may not have their rates posted. If you take this route, be sure you’re speaking to a sales representative at your local hotel, not a reservation agent at an 800 number, to ensure you have the most accurate information.
Another option is to utilize your wedding planner to assist. Planners work with the hotels frequently and can negotiate on your behalf to secure the best rate. If your wedding is in a city with a convention or visitors bureau, they may be able to help you contact the hotels and get a better discount, too.
A few things to remember when you’re blocking rooms:
Make sure you are aware when securing the room block of any minimum number of rooms required or deposits required. Consider price point when booking a room block and perhaps arrange for two in different price points to ensure you are accommodating your guests budgetary needs. Remind your guests of the cut off date – the business of the hotel means they need to be sure to offer any rooms that won’t be booked in your block to the public. The cut off will usually be a few weeks before the event, so encourage your guests to book early!
If you decide to forego a room block, we suggest you still include local hotels in your invitation suite so out of town guests who may be unfamiliar with the area know the most convenient places in relation to your venue.
The Ladies of Intertwined Events
P: 949.748.8786 E: firstname.lastname@example.org
We are proud to announce that Intertwined has won “The Knot Best of Weddings” and Wedding Wire’s “Bride’s Choice Award” for 2011, 2012, 2013 & 2014!