It’s your wedding and guests are coming out of town. Heck, YOU might even want to stay in a nice hotel for the night even if you’re local! (I know I did! It’s a time to treat yourself, and your home is probably a mess with all the wedding planning you’ve been doing).

A hotel block is a reserved number of rooms at a hotel for your wedding guests, typically at a discounted rate. Creating one ensures your guests have convenient, affordable, and accessible accommodations near your venue. (Safety first! No drinking and driving.)

Check out our tips for getting great, and affordable, hotel blocks that won’t break the bank for your guests.

STEP 1: Identify Your Preferred Hotel Amenities

Figure out what amenities you want at the hotels you’re looking for. Focused on price? A pool? Spa onsite? Pets welcome? Come up with a list with your Partner.

STEP 2: Research Nearby Hotels

Start by identifying hotels close to your wedding venue. Use tools like Google Maps to search for hotels within a comfortable distance, so guests have easy access to and from the venue.

PRO TIP: For those hyper-organized Type A folks out there, check out https://mymaps.google.com/ to create a custom map for your wedding that you can share with guests! You can add your venue, and search for hotels in the area that you can bookmark for your guests. You can even add Afterparty or Rehearsal Dinner locations.

STEP 3: Choose a Range of Hotels

It’s helpful to offer guests options that cater to different budgets. Consider finding 2-3 hotels in the area that span various price ranges and that fit the description of your preferred amenities.

  • Budget-Friendly: Ideal for guests looking for cost-effective options
  • Mid-Range: For those who want a balance of comfort and price
  • Luxury: For guests who are looking for a more upscale experience

Offering this range helps ensure all your guests feel accommodated, regardless of their budget.

STEP 4: Contact the Hotels

Once you’ve shortlisted your hotels, reach out to them individually to ask about their group booking options. When you call, request to speak to the Group Sales Manager or Group Sales Department, as they handle hotel blocks for events.

PRO TIP: Have a list of questions ready to make sure you cover all your bases. This includes asking about minimum and maximum room numbers, guest perks, cancellation policies, and booking deadlines.

We suggest asking each hotel for a block of 10-15 rooms. Anything over that and they’ll most likely ask you for a room guarantee.

STEP 5: Request a Complimentary Block, Not a Room Guarantee

Ask the Group Sales Manager about a “complimentary hotel block”. This is really important! You want a complimentary block as opposed to a room guarantee.

  • Complimentary Hotel Block: With these, the hotel reserves a set number of rooms for your guests without requiring you to guarantee payment if rooms aren’t filled. Any unbooked rooms are simply released back to the hotel inventory by a specific date.
  • Room Guarantee: In contrast, a room guarantee holds you financially responsible for a set number of rooms, whether or not your guests book them. For many wedding parties, this can be financially risky and is best avoided if possible.
NOTE:

If a hotel insists on a room guarantee rather than a complimentary block, consider moving on. Many hotels are willing to offer complimentary blocks, and it’s often just a matter of finding the right one 🙂

Photo from The Clancy

STEP 6: Review the Contract Carefully

Once you’ve chosen a hotel that meets your needs, they’ll provide a contract outlining all terms, deadlines, and rates. Review it thoroughly to ensure there are no hidden fees or obligations. Key points to look for include:

  • Booking Deadline: This is usually around 30-60 days before the event, and any unbooked rooms will be released back to the hotel inventory after this date.
  • Rate Guarantees: Confirm that rates are locked in, so guests who book within the block get the agreed-upon price.
  • Confirm the total # of rooms and type of rooms (i.e. Queen, King, doubles)
  • Cancellation Policies: Be sure you understand any cancellation policies for the block, should your plans change.
STEP 7: Share the Information with Your Guests

Make sure you get a unique URL for booking rooms under your block. Once your block is confirmed, share all the necessary details with your guests. Include information in your wedding invitations, wedding website, or any other communications so they know which hotels to contact and how to secure their room in the block. It can also help to share any perks, like shuttle service or discounted breakfast, to make their stay even more enjoyable.

Have fun and enjoy!!

 

💙
Gina Mariko
Founder & Chief Experience Officer
Weddings In Color