{"id":3091,"date":"2021-07-21T17:31:41","date_gmt":"2021-07-21T17:31:41","guid":{"rendered":"https:\/\/purpleorchidevents.biz\/stage\/?p=3091"},"modified":"2023-10-09T17:23:48","modified_gmt":"2023-10-09T17:23:48","slug":"hotel-room-blocks-everything-you-need-to-know","status":"publish","type":"post","link":"https:\/\/purpleorchidevents.biz\/stage\/event-planning\/hotel-room-blocks-everything-you-need-to-know\/","title":{"rendered":"Hotel Room Blocks: Everything You Need to Know"},"content":{"rendered":"

\"\"<\/span><\/p>\n

Reserving a comfortable, convenient, and affordable place for your out-of-town guests to stay is a key part of your wedding preparation.<\/span><\/p>\n

Figuring out where your guests can find that? Not so easy. <\/span><\/p>\n

\"\"<\/p>\n

That\u2019s where we come in, the expert planners.<\/a><\/span><\/p>\n

We\u2019re here to help you through the process of reserving a <\/span>hotel room block: <\/strong>the easiest way to reserve a collection of rooms, at an affordable rate, for your out-of-town guests.<\/p>\n

What is a hotel room block?<\/b><\/p>\n

A hotel room block typically consists of 5\/10+ rooms that have been set aside for a group or event at a negotiated rate. <\/span><\/p>\n

This option can work with your budget, <\/a>a<\/span>nd ensure that your guests will have a quality place to stay throughout your celebration.<\/span><\/p>\n

\"\"<\/p>\n

Group rates <\/b><\/span>can be anywhere from 15-40% lower than standard rates, which makes a sizable difference when you\u2019re traveling out-of-town for a wedding. <\/span><\/p>\n

Pro tip:<\/b> Most hotels have a set price to offer for a wedding room block. The set price is typically a preset room rate, sometimes discounted, for the days\/dates of your guests\u2019 stay. You can ask to lower the set rate, but you won\u2019t necessarily get any lower. <\/span><\/p>\n

Hotel room blocks<\/span> are a great way to organize transportation<\/strong>, to and from your wedding venue. <\/span>Think of them as a home base for your guests to mix and mingle outside of your wedding event.<\/span><\/p>\n

Additionally, if you are delivering welcome<\/strong> bags<\/strong>, you will know where everyone is staying to deliver them.<\/span><\/p>\n

\"\"<\/p>\n

Different types of hotel room blocks:<\/b><\/p>\n

Before reserving your hotel room block, know the two types of room blocks: courtesy blocks<\/strong> and guaranteed blocks. <\/strong><\/span><\/p>\n

A courtesy hotel room block <\/b>is a block of a particular number and type of room that the hotel has set aside for you as a \u201ccourtesy.\u201d You might be given a discounted rate for these rooms, but not necessarily. <\/span><\/p>\n

This is basically the no commitment option<\/strong>: you are not responsible financially for the hotel rooms if none of your guests book them. If they book them, great. If not, no big deal. <\/span><\/p>\n

Hotels will typically release the unbooked rooms at their current market rate to other customers 30-60 days before the date. <\/span><\/p>\n

A guaranteed hotel room block, <\/b>also known as a contracted or confirmed block, requires a contract<\/strong>, which often includes additional fees for penalties or cancellations. The contract you will sign will state the rate, the amount and types of room, and the consequences of not booking all of the rooms in your block. <\/span><\/p>\n

The contract for which percentage of the block needs to be booked ranges from 80% to 100%. So a <\/span>contract for 10 room nights, with a 90% guarantee rate, requires 9 rooms to be booked. If only 8 rooms are booked, you\u2019ll be responsible for paying for the ninth room. <\/span><\/p>\n

\"\"<\/p>\n

Now that you know what hotel room blocks are, you\u2019re probably wondering,<\/span> how<\/i><\/b> to book a hotel room block:<\/b><\/p>\n

    \n
  1. Book or reserve in advance. <\/b><\/li>\n<\/ol>\n

    \"\"<\/p>\n

    As soon as you\u2019ve nailed down your wedding venue and date, start researching the hotels with room blocks. We suggest booking or reserving room blocks 3-8 months ahead of your wedding. <\/span><\/p>\n

      \n
    1. Don\u2019t steer too far away from the wedding venues. <\/b><\/li>\n<\/ol>\n

      \"\"<\/p>\n

      Try to make sure that the hotels are no more than a 30 minute drive from your wedding <\/span>venues<\/span>.<\/span><\/p>\n

      And it\u2019s just as important that your hotel blocks are close to each other, that way it\u2019s easy for guests to meet and arrange transportation together. <\/span><\/p>\n

        \n
      1. Determine how many rooms you\u2019ll need. <\/b><\/li>\n<\/ol>\n

        \"\"<\/p>\n

        Depending on your guest-list<\/a><\/span>, you\u2019ll need to determine how many people are traveling <\/span>out-of-town<\/span> to <\/span>attend your wedding. If 50% of your guest list is traveling, try to match that percentage. <\/span><\/p>\n

        Most guests travel in couples or as a group of friends: try to reserve half the number of rooms for the total number of guests who will need them. <\/span><\/p>\n

        If you have a 200-person guest list, with 50% of guests traveling out-of-town, you\u2019ll want to reserve spaces for about 120 guests- that\u2019s about 60 rooms.<\/span><\/p>\n

          \n
        1. Determine how many blocks you\u2019ll need. <\/b><\/li>\n<\/ol>\n

          After you determine your room number, you\u2019ll need to figure out how many blocks to book. Block sizes vary between hotels, but they\u2019re typically between 10 to 30 rooms. <\/span><\/p>\n

            \n
          1. Browse different hotels to find the best rates. <\/b><\/li>\n<\/ol>\n

            You\u2019ll want to shop around before securing the hotel. Call 3 to 5 of the best hotels in the area to determine the lowest rates. <\/span><\/p>\n

              \n
            1. Be clear with your language. <\/b><\/li>\n<\/ol>\n

              Never go into a contract blindly. Every hotel will have different fees and clauses associated with their hotel room block package. <\/span><\/p>\n

              First and foremost, know the difference between the <\/span>courtesy block<\/b> and the <\/span>guaranteed block. <\/b><\/p>\n

              With a courtesy block, you won\u2019t be financially liable for any rooms in your block that don\u2019t fill up. After a certain cut-off date, the hotel will release those unsold rooms in the block to other guests. <\/span><\/p>\n

              If you ask to reserve more rooms than are in the hotel\u2019s allotted block size- let\u2019s say you ask to reserve 50 rooms when the standard block size is 25 rooms- the hotel might ask you to sign an <\/span>attrition rate.<\/b> <\/span><\/p>\n

              Attrition rates <\/b>are the percentage of rooms that must be filled in order to avoid paying the penalty. Attrition rates vary between hotels, but most hover around 80%. <\/span><\/p>\n

                \n
              1. Tell your guests in advance. <\/b><\/li>\n<\/ol>\n

                \"\"<\/p>\n

                Inform your guests that you\u2019re securing a hotel room block! Be clear about your reservation early on, to prevent any double-booking or unnecessary stress. <\/span><\/p>\n

                If you\u2019re sending out paper invitations, include the details on an accommodations card: <\/span><\/p>\n

                Ex. <\/span>For your convenience, a block of rooms has been reserved at (HOTEL NAME). Please use the following link to reserve your room online, or call the hotel directly at (HOTEL PHONE NUMBER). Please reference the (LAST NAME) wedding. Be sure to book your room by (CUTOFF DATE) as to receive the discounted rate.<\/span><\/i><\/p>\n

                \"\"<\/p>\n

                  \n
                1. Last but not least, hire expert planners<\/strong> <\/span><\/a><\/b>who will take care of your hotel room block reservations. We<\/strong><\/a><\/b><\/span> are here to make your big-day more manageable, and special for you and your partner, and all of your guests, to enjoy. <\/span><\/li>\n<\/ol>\n

                  \"\"<\/p>\n","protected":false},"excerpt":{"rendered":"

                  Reserving a comfortable, convenient, and affordable place for your out-of-town guests to stay is a key part of your wedding preparation. Figuring out where your guests can find that? Not so easy.  That\u2019s where we come in, the expert planners. We\u2019re here to help you through the process of reserving a hotel room block: the… Read More<\/a><\/p>\n","protected":false},"author":2,"featured_media":119,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[89,134,141,18,1,132,144],"tags":[],"class_list":["post-3091","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-budgeting-for-wedding","category-event-planning","category-hiring-a-wedding-planner","category-memorable-maine-wedding","category-uncategorized","category-venues","category-wedding-guest-list"],"yoast_head":"\nHotel Room Blocks: Everything You Need to Know - Purple Orchid Wedding + Events<\/title>\n<meta name=\"description\" content=\"Hotel Room Blocks: Everything You Need to Know. 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