And Why You Need One

Whether you’re hosting a local celebration or a destination wedding, there’s a good chance you’ll have out-of-town guests coming to stay the weekend. Securing accommodations with a hotel room block for your loved ones is a thoughtful way to ensure they feel welcomed and comfortable. Plus, it makes their travel experience much smoother!

“A room block is a staple in the wedding planning process. It’s simply a way to reserve multiple hotel rooms for wedding guests,” says Ellis Hugunin, Senior Director of Groups at Engine. “It ensures guests have a convenient and comfortable place to stay. Moreover, it guarantees room availability, helps keep everyone close to the wedding venue, and offers guests a discounted rate.”

Photo by Katherine Joy Photography

It’s a simple concept that can elevate the guest experience before they even arrive. However, the process might seem daunting if you’ve never navigated it before. How many rooms should you reserve? When is the best time to book? Which dates do you need to secure? Keep reading to find the answers to these questions and more.

First things first: When should you start the process?

Your booking process depends greatly on your wedding locale and season. For example, if you’re tying the knot during peak season in a tropical destination, you’ll find accommodations booked out far earlier than if you were hosting an off-season wedding in a small city. With that in mind, Hugunin suggests you get a jump on things. “Start early – when organizing a wedding room block on your own and compare options across several hotels. Be sure to negotiate terms that include flexibility for any last-minute changes and pay attention to the contract details like minimum room commitments and cancellation policies.”

Depending on your destination, you may also need to consider local events that can impact booking capacity. Festivals, marathons, conventions, and concerts can all fill hotels quickly, so do your research to determine whether you need extra lead time to secure an adequate room block.

Photo by Kevin Heslin Photography

Step 1: Estimate how many rooms your guests will need.

Before looking at hotel options, you’ll need to first determine the size of your room block. At this point in the wedding planning process, you likely haven’t sent invitations, so you won’t have a set list of RSVPs to work with. In this case, it’s OK to use ballpark estimates.

“Start by thinking through your guest list and make the best guess on who will likely be attending the wedding,” suggests Jamie Chang of Mango Muse Events. “Make your best guess on how many of those people will need somewhere to stay. Then, take a good look at each person and think about what you know about their travel habits and financial situation.”

Here are a few things to consider:

• How many out-of-town guests do you expect to RSVP “yes”? You might invite people expecting they won’t be able to join due to budget or time constraints.
• Who will stay together? 30 out-of-town people doesn’t mean you need 30 rooms if those guests are made up of families, couples, and close friend groups.
• Will you need different types of rooms? A family of four can feel more comfortable in a suite, while your college besties may be fine sharing a king room.

Since you can be held liable for unfilled rooms, Chandai Raghunauth of Chandai Events notes that less is more with room blocks. “Don’t guarantee more rooms than you think you’ll need,” she says. “If you have about one hundred guests, you may need 30 to 40 rooms.” 

Worst case scenario, you can always book a smaller room block at another hotel, which is a better alternative than finding yourself on the hook for 20 empty rooms.

Photo by Craig Peterman

Step 2: Consider how long your guests may stay.

Expect many of your guests to stay at least two nights — maybe three, if they’re traveling from a significant distance. Some may even turn their trip into a longer vacation! Consider the average stay among your guests, then add a buffer day on each end for those arriving early or staying late (like close family and wedding party members).

To get a clearer picture of your guests’ plans, House of Joy’s Samantha Leenheer recommends “running estimated travel plans for guests from the common cities your guests will fly from.” For instance, if you have a lot of family flying in from Austin, check the daily routes from Austin to your destination to see when they may arrive.

“Knowing these times and when you would need guests on site for your weekend of events will help you determine which arrival and departure dates would be best for your room block,” Leenheer explains.

Be mindful of your wedding weekend timeline, too. Are you hosting a rehearsal dinner, welcome party, or farewell brunch? You’ll want to ensure guests can stay for the whole experience without feeling rushed on either end.

Photo by Patty Leonor

Step 3: Research hotel options in the area.

Once you have an idea of how many rooms you need and for how long, start looking at local hotels to see what suits your guests’ needs. Here are a few things to consider:

• Price point: “Having a price per night range your guests are comfortable with is helpful when sourcing hotel options,” assures Loni Peterson of LP Creative Events.
• Proximity to venue: It’s ideal to pick a hotel close to the venue to reduce commute time. For further accommodations, consider looking into transportation options to shuttle your guests between their hotel and the venue.
• Room types: Consider whether you want to offer various room types, like family suites, queen rooms, and king rooms. 
• Amenities: Perks like free parking, continental breakfast, and shuttle service can make your guests’ stay even more enjoyable.
• Aesthetic: If you want the weekend to follow a theme, you may prefer a boutique hotel that offers a unique style and experience compared to traditional hotels.

Work through your local options and pick a handful that fits your needs. Keith Willard of Keith Willard Events recommends booking three hotels at varying rates. 

“The host hotel (which normally has the highest room rate), a second hotel with a lower rate, and a third budget-friendly hotel,” he explains. “This ensures that all of the guests you invite will have options to help with figuring out the costs of coming to the wedding.”

Once you have a shortlist of options, it’s time to reach out and set up your room blocks!

Photo by Sandra Aberg

Step 4: Connect with the group sales coordinator.

When inquiring about a room block, you’ll want to get in touch with the hotel’s sales coordinator, who handles large groups and events rather than individual bookings. Ellis Hugunin from Engine advises that you get a point person at the hotels you’re working with. “Clear communication with the hotel will be crucial to managing the process smoothly,” says Hugunin.

Before reaching out, prepare a list of questions to ask about the arrangement. Here are some to consider:

• What is the booking deadline for guests? Hotels usually set a cut-off date for guests to make reservations within a room block, so make sure it fits into your timeline for sending invitations and notifying guests.
• Do room blocks come with added bonuses? “You often receive perks like complimentary bridal suites, shuttle services, or special rates on amenities, which add extra value to the celebration,” advises Hugunin from Engine.
• What is your attrition rate? The attrition rate is the percentage of rooms that must be reserved to satisfy the agreement. If it isn’t met, you can be liable for the cost of the remaining rooms.
• Do you offer courtesy room blocks? Courtesy room blocks are small groups of rooms that are offered at no cost and without requiring an attrition rate.

Step 5: Review and sign the room block contract.

If you’re happy with what you hear, it’s time to make it official! Read the contract carefully and ensure that you agree with the terms and conditions of the agreement. Once you sign, you’ll receive a counter-signed contract along with a special link or code to share with your guests so they can access your room block.

Photo by Blend Fotografie // Wedding Planner: Loving Marche Wedding // Flowers: Claudia Cameranesi // Stationery: Bianco su Bianco 

Step 6: Notify your guests of the accommodations.

When all is said and done, it’s time to pass along the room block information to your guests. Since many people prefer to book lodgings before planning the rest of their travels, aim to tell them as soon as possible. 

A quick way to let people know is by adding the information to your wedding website, especially if you included a link on your save-the-dates. However, don’t expect people to check your website regularly for updates! Include hotel information in your wedding invitations to ensure everyone is aware of the accommodations available. “They will need to know the hotel information and, most importantly, the deadline for booking the room,” Kelley Nudo of Momental Designs says.

Nudo recommends mailing invitations “at least a month prior to the deadline for the reserved room block.” If you expect some guests will need more time, “ask the hotel to extend the room block deadline as long as possible so your guests who tend to procrastinate can still book a room if needed.”

Securing a hotel room block for your wedding may feel like a big task, but it’s one that pays off tenfold when your guests are satisfied with their stay. There are a number of great resources that can handle the room block for you entirely. One complimentary service that Destination I Do has partnered with is Engine. “We provide access to negotiated group rates, handle contract negotiations, and offer dedicated support, allowing couples to focus on their big day rather than the logistics. Our free platform ensures seamless coordination, giving peace of mind that your guests will have an exceptional stay,” says Hugunin.

Not only does securing a room block streamline the guest experience, but it also sets the tone for a seamless and enjoyable celebration. A little extra effort now ensures everyone will have a comfortable place to stay, allowing them to focus on celebrating you and your big day!

Featured Image by Craig Peterman