Understanding Room Block Basics
A hotel room block is a reservation of multiple rooms at a negotiated group rate. Most hotels offer two types of blocks:
- Courtesy Blocks: No financial obligation, but rooms are released if not booked by a certain date
- Contracted Blocks: Requires a financial commitment but guarantees room availability
Estimating Your Numbers
Understanding Your Guest List
The first step is to have a clear understanding of your guest list. Consider the following:
- Out-of-Town Guests: Identify how many guests are traveling from out of town and will likely need accommodation
- Local Guests: Some local guests may prefer to stay at the hotel for convenience, especially if the reception ends late
- Family and Friends: Close family and friends might want to stay at the same hotel to maximize time spent together
Calculating Room Requirements
Industry experts suggest blocking approximately 85% of your estimated room needs. Here's a simple formula:
- Calculate total number of guests needing accommodation
- Consider room sharing (couples and families typically share)
- Block rooms for about 70-80% of out-of-town guests
| Guest Category | Number of Rooms |
|---|---|
| Immediate Family | 5-10 |
| Wedding Party | 8-12 |
| Extended Family | 10-15 |
| Friends | 15-20 |
| Buffer | 5-8 |
Negotiating with Hotels
Once you have an estimate, consider these tips:
- Contact Multiple Hotels: Reach out to several hotels to compare rates and amenities. Websites like TripAdvisor can help you find options and read reviews
- Ask About Discounts: Many hotels offer discounts for wedding room blocks
- Understand the Contract: Make sure you understand terms, including cancellation policies and booking deadlines
Communication Strategy
Informing Your Guests
After securing a room block, communicate effectively through:
- Save the date cards and wedding invitations
- Wedding website with booking links (platforms like The Knot offer free services)
- Regular reminders as booking deadlines approach
Additional Details to Communicate
Keep guests informed about:
- Booking deadlines
- Hotel amenities
- Transportation options
- Alternative accommodations
Special Considerations
Remember to account for:
- ADA-accessible rooms
- Suite requirements
- Extended stays
- Early check-in needs
- Transportation between hotel and venue
- Welcome bags for hotel guests
Monitoring and Adjusting
Create a tracking system to:
- Monitor room pickup rates
- Identify booking patterns
- Adjust block sizes as needed
- Communicate with hotels about changes
For more detailed information about hotel contracts and negotiations, visit the American Hotel & Lodging Association.
Remember that flexibility is key when planning room blocks. It's better to start conservative and add rooms than to over-commit and face penalties. For additional wedding planning resources and checklists, check out WeddingWire or The Knot's Planning Tools.