What is a Hotel Block and How do I Get One?

If you have guests traveling for your wedding, arranging a hotel block is one of the most helpful ways to make their stay easier and more affordable. A hotel block is a set of rooms reserved at a specific hotel at a negotiated rate for your wedding weekend. This ensures your guests have a place to stay, often at a discounted price, and keeps everyone close to the venues and each other.

Types of Hotel Blocks

Complimentary Room Block

Many hotels offer complimentary room blocks for a set number of rooms per night, often around ten. There is no financial obligation if the rooms are not booked, and any unreserved rooms are released back to the hotel after the cut off date. This option is a great choice if you want flexibility and minimal risk.

Paid Room Block

A paid room block typically allows you to reserve a larger number of rooms at a guaranteed rate. In this case, you may be financially responsible for a portion of the rooms if they are not booked by your guests. While this option carries more commitment, it can be helpful for weddings with a large guest list or limited hotel availability.

Questions to Ask When Booking

When setting up a hotel block, it is important to clarify:

• The negotiated group rate and what it includes

• The cut-off date for reservations

• The number of rooms available at the group rate

• Any minimum stay requirements

• Cancellation and refund policies

• Whether there are additional amenities or upgrades available

• Will you be able to add additional rooms if the block fills up?

• Can guests choose to stay one night or two if they decide to stay the entire weekend?

  
  

How to Arrange a Hotel Block

Start by researching hotels near your ceremony and reception venues. Consider factors like travel time, amenities, accessibility, and price. Reach out to the sales or events department to discuss group rates and availability. Once you confirm details, ask the hotel to create a block contract. Share the booking link or code with your guests through your wedding website or invitations. Your venue is a great place to start when exploring hotel blocks. Ask them if they have any recommendations!

Benefits of a Hotel Block

• Convenience for guests: They do not need to search multiple hotels or worry about availability.

• Cost savings: Group rates are often lower than standard nightly rates.

• Centralized location: Guests are close to the ceremony, reception, and events.

  
  

Additional Tips

• Start the process early, ideally 6 to 12 months before the wedding, especially for popular destinations or peak seasons.

• Consider transportation options between the hotel and venues if walking is not convenient.

• Remind guests of the cut-off date as it approaches so they do not miss the discounted rate.

  
  

Arranging a hotel block may seem like a small detail, but it can make a big difference for your guests and the flow of your wedding weekend. A little planning upfront ensures everyone feels taken care of and has a stress-free stay.