For those who don’t know, in addition to running my event planning business, I also work in Sales for a 5-star hotel, where I specialise in MICE (Meetings, Incentives, Conferences, and Events). This role gives me the exciting opportunity to not only sell conference spaces to corporate clients but also oversee the accommodation blocks that accompany these events.

And let’s be honest, the benefits of working with an international brand that’s part of a portfolio of over 45 brands are pretty fantastic!

When planning a wedding, ensuring your guests have a comfortable, luxurious place to stay is just as important as selecting the venue or menu. For many couples, reserving a block of rooms at a  hotel is the best way to make sure guests are well taken care of. Not only does this simplify the booking process, but it can also lead to better rates and create a more cohesive experience for everyone.

In this post, we’ll break down everything you need to know about booking accommodation blocks at hotels, from negotiating rates to the essential questions you should ask.

What is a Room Block?

A room block is a group of hotel rooms reserved exclusively for your wedding guests. It ensures that guests can stay at the same location, offering convenience and a sense of community during the wedding festivities. Room blocks are especially valuable if you have out-of-town guests or if your wedding is at a destination where accommodation is limited.

Why Book a Room Block?

Booking a room block offers several advantages:

• Better Rates: Hotels typically offer discounted rates when you book a block of rooms. These group rates can significantly reduce costs for your guests, especially at hotels that can otherwise be pricey.
• Guaranteed Availability: By reserving a block, you ensure that your guests will have a place to stay, especially if your wedding falls during a busy season or in a popular destination.
• A Cohesive Guest Experience: With everyone staying at the same hotel, your guests can easily coordinate transportation, attend pre-wedding events like a welcome cocktail party or rehearsal dinner, and enjoy the post-wedding brunch together.

How Does a Room Block Work?

There are typically two types of room blocks: guaranteed and courtesy blocks.

• Guaranteed Room Block: In a guaranteed block, you agree to fill a certain number of rooms. If fewer guests book than expected, you may be financially responsible for any unused rooms. However, a guaranteed block usually secures a much better rate, as the hotel is assured a minimum number of bookings. This option is great for large weddings where you are confident that guests will take advantage of the accommodations.
• Courtesy Room Block: A courtesy block, on the other hand, does not require a financial commitment. Rooms are held, but not guaranteed. The hotel can sell out and/or offer them to another group.The downside is that the rates may not be as favourable as a guaranteed block. Usually a link or code is provided by the hotel and your guests can use that to book and pay for the accommodation (subject to availability).

What Questions to Ask When Booking a Block?

Booking accommodation for your wedding guests isn’t just about finding the best rates—it’s also about ensuring their experience is top-notch. Here are some essential questions to ask when securing a room block at a luxury hotel:

1. What is the group rate, and what’s included?
   • Ask the hotel for a detailed breakdown of the room rates and what amenities are included. Some luxury hotels offer perks like complimentary breakfast, shuttle services to the wedding venue, or access to on-site facilities like spas or pools.
2. Is there a minimum number of rooms required?
   • For a guaranteed block, the hotel may require you to book a certain number of rooms. Make sure you understand the minimum commitment and negotiate a number that aligns with your guest list.
3. What are the cancellation policies?
   • It’s important to understand both your obligations as the person booking the block and the guests’ individual cancellation policies. Hotels may have stricter policies, so ensure this is communicated to your guests in advance.
4. Are there any additional fees?
   • Be aware of hidden costs like resort fees, parking charges, or taxes that may not be included in the quoted room rate. These fees can add up quickly, so it’s important to get a full picture of the costs.
5. Can we offer guests a variety of room types?
   • For some guests, especially those traveling with family, a standard room might not be enough. Ask the hotel if you can reserve a variety of room types within your block—ranging from deluxe rooms to suites.
6. Is there a complimentary room or suite for the couple?
   • Many hotels offer complimentary rooms or upgrades for the wedding couple if a certain number of rooms are booked within the block. Don’t hesitate to ask about these perks!
7. Can we add special touches for our guests?
   • Ask the hotel if you can arrange for special touches like welcome bags to be placed in your guests’ rooms or provide a custom menu for breakfast the morning after the wedding.

Booking Tips for Hotels

• Start Early: hotels, especially those in prime destinations, can book up months in advance. To ensure you secure the best rates and availability, begin the process as soon as you’ve confirmed your wedding date and venue.
• Negotiate: Even luxury hotels are often open to negotiation, especially if you are booking a large block of rooms or during an off-peak season. Don’t be afraid to ask for perks like complimentary upgrades, reduced resort fees, or a later check-out time for your guests.
• Communicate Clearly with Your Guests: Once your room block is confirmed, make sure to provide clear instructions for your guests. Include the booking link, the group code, and the cut-off date on your wedding website or in your invitations.

Booking a room block at a hotel ensures that your guests are well taken care of and can fully enjoy your wedding festivities. By asking the right questions and negotiating effectively, you can ensure a seamless stay for your guests—one that enhances the joy and celebration of your big day.

Are you ready to book your wedding guest accommodations? Let’s make it a five-star experience for everyone!

Love,

Alex