How to Book a Room Block for Your Wedding Guests
Booking a room block for your wedding guests ensures they have a comfortable and convenient place to stay, which can significantly enhance their overall experience. Here's a step-by-step guide to help you secure the best rates and amenities for your loved ones.
Step 1: Determine Your Needs
Estimate the Number of Rooms: Consider the number of out-of-town guests and those who may prefer to stay at the hotel rather than commute. Typically, room blocks range from 10 to 30 rooms.
Select Dates: Confirm the dates your guests will need accommodations, including any pre-wedding events and the day after the wedding.
Choose the Type of Rooms: Decide on the types of rooms needed, such as single rooms, doubles, or suites.
Step 2: Research Hotels
Location: Choose hotels close to your wedding venue to make it convenient for your guests.
Amenities: Look for hotels that offer amenities like complimentary breakfast, free parking, Wi-Fi, shuttle service to the venue, and group rates.
Reviews and Ratings: Check online reviews and ratings to ensure the hotel maintains good standards of service and cleanliness.
Step 3: Contact Hotels
Prepare Your Questions: Before reaching out, prepare a list of questions to ask, such as:
What is the group rate for the specified dates?
Are there any complimentary rooms or upgrades for the bride and groom?
What is the booking process for guests?
Are there any penalties for not filling the room block?
Reach Out: Contact the hotels and speak with the group sales manager. Provide them with your estimated number of rooms, dates, and any special requests.
Step 4: Compare Offers
Get Quotes: Request quotes from multiple hotels to compare rates and packages.
Negotiate: Don’t be afraid to negotiate. Ask if they can match or beat competitor rates, waive certain fees, or provide additional perks for your guests.
Review Contracts: Carefully review the contract terms, paying attention to the cut-off date (the date by which guests must book their rooms), attrition clauses (penalties if a certain number of rooms are not booked), and any cancellation policies.
Step 5: Book the Room Block
Sign the Contract: Once you have chosen the best hotel and negotiated the terms, sign the contract to secure the room block.
Share Booking Information: Provide your guests with all the necessary booking information, including the hotel name, address, booking code, and cut-off date for reservations.
Create a Welcome Packet: Consider creating a welcome packet for your guests, including hotel details, maps, transportation information, and a schedule of events.
Step 6: Follow Up
Monitor Bookings: Keep track of how many rooms are being booked and follow up with the hotel to ensure everything is on track.
Communicate with Guests: Remind your guests to book their rooms before the cut-off date to take advantage of the group rate.
Plan Welcome Amenities: Arrange for welcome bags or notes to be placed in your guests' rooms as a special touch.
Tips and Key Takeaways
Start Early: Begin the room block booking process at least 6-9 months before the wedding to ensure availability and the best rates.
Consider Multiple Hotels: If you have a large number of guests or varying budgets, consider blocking rooms at more than one hotel to provide options.
Leverage Wedding Websites: Use your wedding website to provide guests with all the hotel information and booking links.
Be Mindful of Special Events: Check for local events that might coincide with your wedding dates, as this could affect hotel availability and rates.
Estimate the Number of Rooms Needed: When estimating the number of rooms needed, consider your guest list and their travel needs. It's better to slightly overestimate to ensure availability for all guests.
Ask About Upgrades and Perks: Inquire if the hotel offers any complimentary upgrades or perks, such as a free room for the bride and groom or welcome drinks for guests.
Understand Contract Terms: Pay close attention to contract details, including cut-off dates, attrition clauses, and cancellation policies to avoid any unexpected charges.
Consider Transportation Options: Ensure the hotel offers convenient transportation options, such as shuttle services to and from the wedding venue, especially if the venue is not within walking distance.
Offer Clear Communication: Provide guests with clear instructions on how to book within the room block, including the booking code and any special instructions.
Customize Welcome Amenities: Add a personal touch by arranging for welcome bags or notes to be placed in guests' rooms, including local snacks, itineraries, and a thank you note.
Conclusion
Booking a room block for your wedding guests is a thoughtful way to ensure they have a comfortable and convenient place to stay. By following these steps and tips, you can secure the best rates and amenities, making their experience enjoyable and stress-free. At Entyse Lyfe Weddings and Events, we are here to help you with all aspects of your wedding planning, ensuring every detail is perfect. Contact us today to start planning your perfect celebration.
