Destination Wedding

Tips To Book a Hotel Block for Your Wedding

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An essential part of a great wedding experience for every guest is a cozy and comfortable place to rest your head at the end of the night. If guests don’t know where to stop, they’ll need help figuring out where to stay. And while you can play a travel agency for each participant, there is an easier way: the hotel block.

By negotiating prices at a pre-selected hotel, you will save your loved ones time and money while you are attending your wedding — and make sure that you are surrounded by other participants so that the good times before and after the reception can be prolonged. Although you definitely want to coordinate a hotel block, if a large part of the guests are from out of town or you are planning a wedding, it is also a good idea, even if most of the guests are from the area.

“Everyone wants to develop their experience today,” says Victoria Ayers of the Cescaphe Event Group. “Sometimes people want to spend the night and make the wedding weekend a long getaway.”

Are you ready to coordinate a hotel block for your wedding? Read on for everything you need to know, including how to get the best prices and tips for rating upgrades.

How do I book a hotel room?

1. Determine the number of Parts You need.

It depends on your guest list. “Find out how many people will come and participate from out of town,” Ayers says. “If 50% of your guest list is traveling, try to reach this percentage.”Since most guests are traveling as a couple or sleeping with friends, they want about half the rooms for the total number of guests they need, plus a small stamp.

For example: if you have a guest list with 200 people and 50-60% of the guests going to the party, you want to make room for about 120 guests.

That’s equivalent to 60 rooms, but don’t worry that it’s perfect “if not everyone needs a room, the bridal party or other friends and family will fill it, Ayers adds.

2. Determine the number of blocks you need.

Once you know your room number, you can find out how many blocks you need to book. Block sizes vary from hotel to hotel, but are usually between 10 and 30 rooms, with larger hotels offering larger blocks. According to Ayers, at corporate chains like Marriott and Hilton, blocks are usually no more than 25, and she rarely sees anything above 30, unless it’s privately owned.

3. Shop for the best Prices.

Ayers recommends calling 3 to 5 hotels in the area for the lowest prices. “You’ll be surprised how much they can vary,” she says. “The size of the hotel if groups have already been booked for your appointment, meeting or major event… may affect the price of the room.”

4. Make your agreement clear.

Go with a courtesy block whenever possible. “A courtesy block is exactly what it looks like,” Ayers says. “A courtesy that the hotel offers you.”With a courtesy block, you are not financially responsible for spaces in your block that do not fill up. After a certain deadline, the hotel will release unsold rooms from the block and make them available to other guests. If you request to book a number of rooms significantly larger than the block size assigned by the hotel — for example 50 if the standard block size is 25 — the hotel may ask you to report a wear rate. In this matter, you are financially responsible for all the rooms up to a certain percentage of the largest block that does not fill up.

Wear rates vary, but according to Ayers, they typically move around 80%. For a block of 50 rooms requested, this would mean that your group would have to fill 40. If your group fills only 35, you will have to pay for the remaining five coins as the creator of the block. Courtesy blocks don’t usually require a hard contract, but a hotel may opt for a contract or erase your payment information if there is a rate of wear and tear.

5. Get the Word out.

Once you have secured your hotel block, you want to add the information to your wedding website. If you send invitation cards in paper form, you can also specify the details on an invitation card insert. Here is one way to formulate the announcement:

For your convenience, a block of rooms has been reserved at [hotel name.] Please use the following link to book your room online; you can also call the hotel directly at [phone number]. Please indicate the [last name] and book your room before the [deadline] to benefit from the reduced rate.

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