Understanding Hotel Room Blocks

A hotel room block is a set of hotel rooms that are held in advance at a fixed, negotiated rate. Once the group reservation is confirmed, guests can either individually book their hotel rooms, book as a group, or a master bill can be created for a single transaction.

There are two types of hotel room blocks to consider:

• Courtesy Block (no contract required). This is the most flexible option as there is NO PENALTY for unused rooms. Instead the hotel will set a cutoff date, after which any remaining unbooked rooms will be released from the block and made available for regular bookings. Most hotels limit courtesy blocks to 10 up to 30 rooms. However, if you end up filling the allotted rooms and there is still availability, typically additional rooms can be added to the block. That said, some hotels may not be able to offer a courtesy room block, especially during periods of high demand or if you need an unusually large block.

• Contracted/Guaranteed Block (client is held responsible for cost of rooms not booked). With this option, the hotel will require you to guarantee that a certain percentage of the rooms will be booked and utilized. This requires a contract to pull guest rooms out of the resort’s inventory. If the agreed-upon percentage of rooms is not utilized, the hotel will charge the difference in value for the unused rooms.

Why choose a contracted block over a courtesy block?

Pricing and terms for contracted blocks are generally based on the number of rooms requested and number of nights needed. Better rates are typically offered with a higher number of rooms and nights, and the block is guaranteed. You should also consider these additional points:

• Some resorts may not offer a courtesy room block. Most all inclusive resorts and mid to higher end hotel chains will not offer a courtesy room block as an option. You’re more likely to find a courtesy room block in a lower priced hotel.

• You have booked a busy hotel and/or a busy week/weekend that will fill quickly. If either of these are the case, you’ll want a guaranteed room block ensuring guests will have a room.

• Your event requires a lot of guest rooms. Many guests wait until the last minute to book accommodations and then, rooms may be gone. Securing a guaranteed block of rooms up front offers guests the ability to take advantage of discounted pricing early on and get their accommodations taken care of sooner rather than later.

How and when are room blocks reserved?

Taking care of room blocks should be done early on in the planning process. Typically the hotel where the main event is being hosted will require a block of rooms in order to contract the event space and you will be given a deadline by which to decide and officially contract. Once the decision has been made to move forward, the hotel will provide an official contract to sign, solidifying the terms. Once signed, the hotel will move forward with blocking the amount of rooms negotiated in the contract and a credit card is required to keep on file for the contracted block.

Some hotels won’t release blocks too far out from an event date while other hotels prefer to book blocks right away. Hotels offering courtesy blocks generally won’t release rooms more than six to eight months in advance although this isn’t always the case as hotel policies differ.

How many room blocks are appropriate?

• If the majority of guests are out of town, consider offering two or three hotel blocks (guest count 150+) at different price points so your guests have a range of options to choose from.

• For a guest count under 150, one to two hotel options is plenty.

• Even if your guests are local, you may want to consider setting up a hotel block, especially if your celebration will include bar services.

*Limiting hotel block options to three max helps keep transportation costs down by limiting the amount of pick up and drop off locations.

When/how should you tell your guests about your room blocks?

• Include room block details on your wedding website and/or in your mailed save the date/invitations.

• If you are concerned guests won’t visit your wedding website, consider sending them an email with your room block information.

• Don’t be shy about sending out reminders, especially if your room block is contractual and/or has a cut-off date.

Important things to look for in hotel blocks:

If possible, it’s important to book hotels you and/or your event planner are familiar with. Consider the following details before making your final decision:

• How far away is this hotel from your wedding venue? Walking distance is ideal, but if that's not possible, a short car or shuttle ride also works.

• What's the pricing like, and does the hotel provide a discounted group rate?

• How many rooms does the hotel have? Is it enough for your guest count?

• How does the hotel room block process work for weddings?

• Does the hotel have availability for your wedding weekend?

• What's the parking situation?

• Can the hotel provide transportation to and from your venue?

• Does the hotel have space for your rehearsal dinner, post-wedding brunch, or other events?

• What do the rooms look like? Are they clean and well-appointed?

• Can the hotel distribute welcome bags to your guests, or leave them in your guests' rooms? If so, are there fees associated?

• What other perks and amenities does the hotel offer that are important to you and your guests? Is there WiFi, a pool, restaurants, airport shuttles, etc.?

Frequently Asked Questions:

Q: How many rooms should I block?

A: Generally, the minimum number of guest rooms required to secure a block is 10 rooms per night. In a guaranteed room block, you can always increase that number *based on availability. If you are looking for over 30 rooms per night, consider splitting group blocks among two to three hotels. This provides your guests with a variety of locations and price points to choose from.

For destination weddings, it’s typical to book rooms for roughly half of your total anticipated guest count. Ex: If you’re expecting 100 guests to attend, start with a room block of around 50 rooms. Generally, the majority of guests are couples and will share a room. Single guests may come with a significant other and/or may pair up and share a room with another single guest.

Q: What happens if the hotel releases my rooms and guests still need to make reservations?

A: Once you’ve reached your “cutoff” or contract end date, the hotel will release unbooked rooms back into inventory at the current going rate for the room (which is typically higher than the negotiated room block rate). Guests can still book these rooms, they simply won’t receive the negotiated rate of the room block. Guests who wait too long to book risk paying a higher rate and also risk the hotel no longer having inventory.

Q: What happens if guests book all of the rooms in the block and you need more rooms?

A: There are a couple of options to consider if you need additional rooms:

• Alert the hotel and see if you can add additional rooms to your block at the negotiated rate.

• If the hotel is not able to add rooms to your existing block at the original negotiated rate, they may be able to create a new block at a different rate.

• You may need to create a new block at an entirely different hotel.