How to Determine the Number of Hotel Rooms to Block for a Wedding

## 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: 1. Calculate total number of guests needing accommodation 2. Consider room sharing (couples and families typically share) 3. 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](https://www.tripadvisor.com/) 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](https://www.theknot.com/) 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: 1. Monitor room pickup rates 2. Identify booking patterns 3. Adjust block sizes as needed 4. Communicate with hotels about changes For more detailed information about hotel contracts and negotiations, visit the [American Hotel & Lodging Association](https://www.ahla.com/). --- 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](https://www.weddingwire.com/) or [The Knot's Planning Tools](https://www.theknot.com/).

How to Determine the Number of Hotel Rooms to Block for a Wedding

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