If you’re planning a wedding, securing hotel room blocks for out-of-town guests is a must. But how many rooms should you actually block? If you’re wondering what the rule of thumb is for wedding hotel blocks, here’s a quick answer: The standard recommendation is to block 15-20 rooms for every 100 wedding guests.
In this comprehensive guide, we’ll cover everything you need to know about booking the perfect hotel block for your wedding. You’ll learn how to estimate room needs, negotiate group rates, choose room types, set booking deadlines, and more.
We’ll also provide tips to help your room block run smoothly so your guests are happy.
Factor Your Guest List Size Into the Block
When it comes to booking hotel blocks for weddings, it’s important to consider the size of your guest list. This will help you determine the number of rooms you’ll need to reserve in advance. By factoring in your guest list size, you can ensure that all your guests have a comfortable place to stay during the wedding festivities.
The 15-20 rooms per 100 guests rule
A general rule of thumb is to reserve 15-20 hotel rooms per 100 wedding guests. This estimate allows for a comfortable accommodation for most guests, without overbooking or leaving anyone without a room.
However, it’s important to note that this rule may vary depending on the location and availability of hotels in your area.
For example, if you are expecting 200 guests at your wedding, you should consider booking around 30-40 hotel rooms in a nearby hotel block. This will ensure that your guests have enough options to choose from and won’t have to scramble for accommodations at the last minute.
Overbook slightly to allow for changes
While it’s essential to reserve enough rooms for your guest list, it’s also wise to overbook slightly to account for any last-minute changes or additions. Some guests may decide to bring a plus one, or you may receive RSVPs from unexpected guests.
By overbooking by a small margin, you can accommodate these changes without causing any inconvenience to your guests.
Consider reserving an extra 5-10% of rooms in your hotel block to allow for these potential changes. This will ensure that even if there are unexpected additions or cancellations, all your guests will still have a room available.
Offer a mix of room types
When reserving a hotel block for your wedding, it’s important to offer a mix of room types to cater to different preferences and budgets. Some guests may prefer a standard room, while others may want to upgrade to a suite.
By offering a variety of room types, you can accommodate the varying needs and preferences of your guests.
Make sure to communicate with the hotel about the different room types available and their pricing. This will allow your guests to choose the option that best suits their needs and budget. Providing this flexibility will enhance the overall guest experience and ensure that everyone feels comfortable during their stay.
Negotiate Group Rates and Perks with Hotels
When booking hotel blocks for weddings, it’s important to negotiate group rates and perks with hotels. By leveraging the number of rooms you will be booking, you have the opportunity to secure discounted rates for your guests.
Leverage your block to get discounts
Hotels are often willing to offer discounted rates for room blocks, especially for weddings. When negotiating with hotels, be sure to mention the number of rooms you will be booking and inquire about any potential discounts.
By demonstrating that you will be bringing a significant amount of business to the hotel, you increase your chances of getting a better rate.
According to a study by Hotel News Resource, hotels are more likely to offer discounted rates for group bookings, with an average discount of 10-20% off their standard rates.
See if you can get waived fees or upgrades
In addition to discounted rates, it’s worth exploring if you can get any additional perks for booking a hotel block. Some hotels may be willing to waive certain fees, such as resort fees or parking fees, for your guests. Others may offer room upgrades or amenities such as complimentary breakfast.
According to a survey conducted by WeddingWire, 37% of couples who booked hotel blocks were able to negotiate perks such as waived fees or room upgrades.
Inquire about complimentary shuttle service
If your wedding venue is located away from the hotel, it’s worth inquiring about the availability of complimentary shuttle service. This can be a convenient and cost-effective option for transporting your guests to and from the venue.
Many hotels offer shuttle services as a way to attract group bookings. According to a survey conducted by The Knot, 48% of couples who booked hotel blocks were able to secure complimentary shuttle service for their guests.
Set a Clear Booking Window for Guests
When it comes to booking hotel blocks for weddings, it is important to establish a clear booking window for your guests. This will ensure that they have enough time to make their reservations and secure a room for your special day.
Typically, the recommended booking window is between 30 to 60 days before the wedding date. This gives your guests enough time to plan their travel arrangements and make their reservations.
Typically 30-60 days before the wedding
Setting the booking window between 30 to 60 days before the wedding allows your guests to have a good balance between having enough time to plan their trip and not booking too far in advance. This timeframe is often considered ideal because it gives guests the chance to finalize their travel plans and accommodations without feeling rushed.
By giving your guests ample time to book their rooms, you can also take advantage of any early bird discounts or special rates that hotels may offer for booking in advance. This can help save your guests some money and make their stay even more enjoyable.
Follow up to encourage guests to book
Once you have set a clear booking window, it’s important to follow up with your guests and remind them to make their reservations. Sending out friendly reminders via email or even through social media can be a great way to ensure that your guests don’t forget to book their rooms within the designated timeframe.
Consider creating a sense of urgency by letting your guests know that rooms are filling up quickly or that the hotel block is only available for a limited time. This gentle nudge can encourage them to take action and secure their accommodations for your wedding.
Release unbooked rooms 1 month out
If you find that there are still unbooked rooms within your hotel block one month before the wedding, it may be a good idea to release those rooms back to the hotel. This will allow the hotel to make those rooms available to other guests and ensure that they are not sitting empty.
By releasing unbooked rooms, you can also avoid any potential fees or penalties that may be associated with unused rooms. This can help you and your guests save money in the long run.
Remember, setting a clear booking window for your guests is essential when it comes to hotel blocks for weddings. By giving your guests enough time to make their reservations, following up to encourage them to book, and releasing unbooked rooms if necessary, you can ensure a smooth and enjoyable experience for all of your wedding guests.
Use Room Type Codes strategically
When booking hotel blocks for weddings, it is important to use room type codes strategically. These codes help organize and differentiate the types of rooms available for your guests. By assigning specific codes to each type of room, you can easily communicate the options to your guests and ensure they book the right accommodations.
Set codes for each type of room
When setting up room type codes, it is essential to consider the different options available at the hotel. For example, you might have codes for standard rooms, suites, and even rooms with specific amenities such as ocean views or balconies.
By offering a variety of room types, you can cater to the diverse preferences and needs of your wedding guests.
Make it easy for guests to book online
One of the key benefits of using room type codes is that they make it easier for guests to book their accommodations online. When guests visit the hotel’s website or use a booking platform, they can easily select the desired room type by referencing the provided codes.
This streamlines the booking process and ensures that guests can quickly find and reserve the appropriate rooms for their stay.
Update inventory if rooms book up
As you start receiving bookings for your hotel block, it is important to regularly update the inventory to reflect the availability of rooms. If a particular room type becomes fully booked, it is crucial to remove it from the options to avoid confusion among your guests.
By keeping the inventory up to date, you can ensure that guests have accurate information and can make informed decisions when booking their accommodations.
Remember, the strategic use of room type codes can greatly simplify the hotel booking process for your wedding guests. It not only helps them find the right accommodations but also ensures that they have a seamless and enjoyable experience throughout their stay.
Over-Communicate Block Details to Guests
When it comes to booking hotel blocks for weddings, over-communication is key to ensure that your guests have all the necessary information. By reiterating the booking deadline, providing an online booking link, and following up individually as needed, you can make the process as smooth as possible for your guests.
Reiterate booking deadline in invites
One effective way to ensure that your guests are aware of the booking deadline is to include it in your wedding invitations. By clearly stating the deadline, you can encourage your guests to book their accommodations in a timely manner.
This will not only help you secure the necessary number of rooms but also prevent any last-minute stress for both you and your guests.
Provide online booking link
In this digital age, providing an online booking link can greatly simplify the process for your guests. By including a direct link to the hotel’s reservation website in your wedding invitation or on your wedding website, you make it convenient for your guests to book their rooms.
This eliminates the need for them to search for the hotel’s website and ensures that they have access to the correct information.
Follow up individually as needed
While including the booking deadline and providing an online booking link can cover the majority of your guests, it’s important to follow up individually with those who have not yet booked their accommodations.
This personalized approach allows you to address any concerns or questions they may have and assist them in completing their reservations. By taking the time to reach out individually, you show your guests that their comfort and convenience are a priority to you.
Booking hotel blocks for weddings takes some savvy planning. Follow the rule of thumb to block 15-20 rooms per 100 guests. Negotiate group discounts, set clear booking policies, assign room codes, and communicate details to ensure your room block goes smoothly.