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 minimum commitment and financial guarantee
Estimating Your Needs
Understanding Your Guest List
The first step in determining how many hotel rooms to block is to have a clear understanding of your guest list. Consider the following:
- Out-of-Town Guests: Identify how many of your guests are traveling from out of town and will likely need accommodations
- 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 spend more time together
Room Block Calculator Formula
Initial Block Size = (Out-of-town Guests ÷ 2) × 0.85
This accounts for double occupancy and an 85% acceptance rate
Industry experts at The Knot suggest blocking approximately 30% of rooms for your total out-of-town guest count.
Factors That Influence Your Block Size
Season and Location
- Peak tourist seasons may require larger blocks
- Destination weddings typically need more rooms
- Local events can affect availability
Wedding Timeline
Consider blocking rooms for multiple nights if:
- You're hosting multiple events
- Travel logistics require earlier arrivals
- You're having a holiday weekend wedding
Negotiating with Hotels
When negotiating with hotels, keep these considerations in mind:
- Cut-off Date: Understand the hotel's policy on releasing unbooked rooms. Typically, this is 30 days before the event.
- Attrition Clause: Be aware of any attrition clauses, which may require you to pay for a percentage of the rooms if they aren't booked.
- Cancellation Policy: Know the cancellation policy in case your plans change.
Recommended Distribution
If blocking at multiple hotels, consider this breakdown:
| Hotel Type | Percentage of Total Block |
|---|---|
| Primary Hotel | 60% |
| Secondary Hotel | 40% |
Timeline for Room Block Management
8-12 Months Before
- Research hotels
- Compare rates and policies
- Set up initial blocks
6 Months Before
- Monitor booking pace
- Adjust block sizes if needed
- Send reminders to guests
3 Months Before
- Final assessment of needs
- Release unused rooms if necessary
- Confirm all details with hotels
Communicating with Your Guests
Once you've blocked the rooms, communicate effectively:
- Include hotel information in your wedding invitations or on your wedding website
- Encourage guests to book their rooms by a certain date to ensure they get the group rate
- Provide the hotel's contact information and any necessary booking codes
For more tips on wedding planning, check out resources like The Knot, WeddingWire, or local tourism websites.
"It's better to start conservative and add rooms later than to over-commit and face penalties." - Wedding Wire
Remember that flexibility is key when planning room blocks. Start conservative and add rooms as needed, rather than risking financial penalties for unused rooms.