Hotel room blocks for weddings allow guests to stay in the same hotel. This makes things like planning and transportation easier. Reserving hotel room blocks is the best way to ensure your guests have a place to stay near your reception. Plus, hotels often give you a discount on the room rate, which you can then pass along to your guests. Here’s everything you need to know to make it happen.
How do you block hotel rooms for a wedding?
There are a few key points that need to be kept in mind before setting out to reserve hotel rooms. Proximity to the reception venue, amenities, and price point. If you happen to be getting married at a venue that also has accommodations, start there.
To reserve a hotel block, you’ll want to narrow your search to two or three, then give each a call. When you call to reserve, give the hotel the dates you expect your guests to be there. If there are any special requests this is the time to ask. To start, book a smaller number of rooms and add more later if needed.
How do you negotiate contract terms for a hotel block?
There are certain keywords you’ll need to understand when reviewing the contract terms for a hotel block. Read the contract carefully before signing and be on the lookout for these clauses:
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Allowable Shrinkage Clause
What this means: This number refers to the percentage of rooms that are allowed to go unbooked.
Target Percentage: Between 10–20 percent. Meaning, if you booked 20 rooms but 2–4 go unbooked, you will not be penalized with a fee.
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Attrition Rate or Minimum Commitment
What this means: This number refers to the percentage of rooms that must be filled in order to avoid paying a penalty fee.
Target Percentage: Between 80–90 percent. Example: If the entire hotel room block is not used, you’ll owe the hotel damages for all unused rooms based on a minimum commitment of 80 percent. This means that if you don’t book the minimum amount of rooms agreed to, you’ll owe up to 80 percent of the room block.
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Mitigation Clause or Resell Clause
What this means: The hotel must try to book unused rooms in your block so you’re no longer responsible for them if they’re later sold to other customers. In short: You shouldn’t be paying for rooms other guests are paying for.
How should you word your hotel block information to guests?
The best way to communicate your hotel block information is to include it on your wedding website. That way, all your guests will be well informed and can easily click to learn more about the accommodation options. It’s also a nice gesture to include additional information on how to get to the venue or if transportation from the hotel will be provided. Also, consider including contact information for either your wedding planner or a family member so guests can reach out to them directly, should they have questions about directions or accommodations.
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