As you plan your wedding, booking a hotel block for your guests is an important task. It allows you to secure a block of hotel rooms at a discounted rate and ensures that your guests have a comfortable place to stay during the festivities. One question that often comes up is how far in advance should you book your hotel block?
Timing of Booking a Hotel Block
While every wedding is unique, there are some guidelines that you can follow when determining the ideal time to book a hotel block for your wedding. Generally, it’s best to book your hotel block as early as possible, but at the very least, you should aim to secure your rooms between three to eight months in advance.
One factor to take into consideration is the time of year you’re getting married. If you’re planning a wedding during peak season – which generally falls between May and October— you’ll want to secure your hotel block even further in advance. This is because hotels tend to book up quickly during this time of year, especially in popular wedding destinations. If you’re getting married during the off-season, or on a weekday, you might be able to delay booking your hotel block a bit longer.
Choosing the Right Destination
Another factor to consider when booking your hotel block is the destination. If you’re having a destination wedding, you’ll want to lock in your hotel rooms as soon as possible. Since many of your guests will be traveling from out of town, they’ll need somewhere to stay, and the earlier you book the accommodations, the more you’ll ensure that everyone has a bed to sleep in.
For local weddings, it’s still important to book your hotel block early, especially if there are limited hotel options in the surrounding area. In these cases, you may need to book your hotel block further in advance to ensure that you secure enough rooms for your guests.
Negotiating with Hotels
When booking your hotel block, you’ll want to negotiate with the hotel to secure the best rates for your guests. Depending on the size of your wedding, you may be able to get a discounted room rate, or you may be able to negotiate other perks, like complimentary breakfast or a shuttle to and from the wedding venue.
To negotiate with hotels, you’ll want to be prepared with information about your wedding – like the guest count, the dates, and the anticipated number of hotel rooms you’ll need. Some hotels will offer free hotel rooms or other incentives for booking a certain number of rooms, so it’s worth asking about this option as well.
Tip for Booking Your Hotel Block
Finally, as you book your hotel block, be sure to communicate the details with your guests. Include information about the room block in your wedding invitation or on your wedding website, and make sure to provide your guests with a deadline to book their rooms. This will ensure that your guests can secure the discounted rate and that you have a better understanding of how many rooms will be needed.
Conclusion
Booking a hotel block for your wedding is an important detail that can help ensure your guests have a comfortable place to stay during the festivities. The ideal time to book your hotel block is between three to eight months in advance, and it’s important to consider the time of year and destination when making your reservations. Finally, be sure to negotiate with the hotel to secure the best rates for your guests, and communicate the details of the hotel block with your guests to ensure that everyone is on the same page.
FAQ
How many days do you need for a hotel block?
If you’re organizing a wedding or an event that will require your guests to stay in a hotel, it’s important to consider reserving a block of rooms for them. A hotel block is a reservation of a group of rooms set aside at a negotiated rate for a specific event or group of people. It guarantees that a set number of rooms will be available for your guests and ensures that they will receive a discounted rate.
One of the key factors to consider when reserving a hotel block is the cutoff date that the hotel will set. The cutoff date is the last day that your guests can book rooms within the block before the rooms are released back to the hotel’s general inventory. Typically, hotels set the cutoff date about 30 days prior to the event, but some may set it as far as 60 days in advance. It’s important to confirm the cutoff date with the hotel when reserving your block so that you can communicate this to your guests and ensure they have enough time to book their rooms.
While 30 to 60 days may seem like a generous timeline for guests to book their rooms, it’s important to remember that many guests may wait until the last minute. Additionally, transportation and logistics may play a role in when your guests can book their rooms. For example, if guests are booking flights or need to coordinate travel plans with family members, they may need more time to make their arrangements.
It’S important to plan ahead when reserving a hotel block to allow enough time for guests to book and secure their rooms. By working closely with the hotel and communicating the cutoff date to your guests, you can ensure that everyone has a comfortable and hassle-free stay during your event.
How many rooms do you need to block for a 200 person wedding?
When planning a wedding with a guest list of 200 people, one of the important considerations is the number of rooms to be blocked for the guests. It is important to ensure that all guests have comfortable and convenient accommodation during their stay. The number of rooms required would depend on several factors such as the location of the wedding, the number of out-of-town guests and the availability of accommodation around the venue.
If a significant percentage of the guest list is expected to travel to attend the wedding, it is recommended to block rooms at a hotel near the venue. As a general rule of thumb, for a guest list of 200 people, if around 50 to 60 percent of guests are expected to travel, it would be ideal to hold space for approximately 120 guests. This would translate to around 60 rooms. However, this number may vary depending on the location of the event as well as the preferences of the couple and their guests.
It is important to note that while calculating the number of rooms required, one must also consider the availability of alternative accommodation options. Some guests might prefer to stay at Airbnb or other short-term rental accommodations or might have personal connections in the area. It is also important to check the policies of the hotel being considered for room blockage, such as the cancellation policies or deposit requirements.
When selecting the hotel for room blockage, it is recommended to visit the property and check the rooms to ensure that they meet the requirements of the guests. The hotel should ideally be within close proximity to the wedding venue and must have sufficient amenities such as shuttle service, complimentary breakfast, and room service. Negotiating a group rate with the hotel may also help save costs.
To sum it up, for a 200-person wedding, around 60 rooms should be blocked if a significant portion of the guest list is expected to travel. However, this number may vary depending on several factors and it is important to consider the preferences and needs of the guests while making the final decision.
Can you get out of hotel block contract?
Booking a block of hotel rooms for an event or conference can be a convenient way to provide accommodation for attendees. However, circumstances can change and you may find yourself needing to cancel the hotel block contract.
The answer to the question of whether you can get out of a hotel block contract depends on the terms and conditions of the contract. Most hotels offer contracts that include attrition, which is a clause that outlines the fees and penalties associated with not meeting the agreed-upon terms of the block reservation. Common attrition penalties include paying a percentage of the unused rooms or expected revenue.
Ideally, the contract should include a clause for cumulative attrition, meaning that the hotel will allow a certain percentage of room block to remain unused without penalty. The accepted industry standard for cumulative attrition is around 20% of estimated room revenue until 30 days before the event’s cut-off date.
If your event is less than 30 days away, then the hotel may require you to pay for all the unused rooms. However, if you have not used all 20% of your attrition, you may have the option to cancel up to 3% of the total room block until the check-in day. This is usually done to accommodate emergency cancellations.
It is important to review the terms and conditions of the hotel block contract carefully before signing it. If there is no clause regarding attrition or cancellation, it is best to discuss this with the hotel contract manager before signing the contract. Alternatively, you can work with a third-party housing agency that can negotiate more favorable contract terms on your behalf.
While it is possible to get out of a hotel block contract, the fees and penalties associated with it will depend on the specific terms of the contract. It is always best to review the contract closely and communicate with the hotel or a third-party agency to negotiate fair terms that will work for your event.