Online hotel booking became “a thing” in 1995 (Thank you Holiday Inn and Choice Hotels for leading the way!) – so I know of very few people that have actually called a hotel to book a room. But, this, my friends, is one time when you have to buck up and pick up the phone and call.

So, what is a hotel block anyway? Simply put, it is a reservation of 10 or more rooms. For your guests, the block provides an easy way to find acceptable accommodations with a discounted price-point. Your block can actually save your guests anywhere from 15-40% off the published room rate. Can you say SWEET??

However, be cautious. There are two types of room blocks – and you need to know the difference.

  • Guaranteed Room Block: Also known as a “closed” block, this block saves a number of guest rooms, but the hotel will charge you for the unfilled rooms that you originally reserved – so you have to be absolutely sure of your numbers. And from personal experience, it is difficult to be sure your guests will commit at the time that you need to commit to your block. You sure don’t want to end up scrambling to coerce your guests to book the rooms left in your block if you are coming up short – or worse yet, paying for those unused rooms yourself.  
  • Courtesy Room Block: This type of block secures a number of rooms at a reduced rate until a pre-determined expiration date (generally anywhere from 30 to 90 days before your date). Guests are responsible for booking their own rooms prior to the expiration date – or they will miss out on the reduced price – however, you are not held financially responsible for any unsold rooms. (Insider Tip: Set yourself a reminder to send out a reminder to your out of town guests just prior to the cut-off date.) Often hotels will only allow you to block 10 rooms with this type of block – but that can actually be an advantage. Read on!

All Tied Up’s big three considerations when looking at options includes: location, accommodations, and price.

  1. Location: You’ll want to try to book somewhere conveniently close to your wedding events – try to not be more than 30 minutes from your venue. And, within walking distance is ideal if at all possible.
  2. Accommodations: What amenities does the hotel provide? Will the hotel allow an early check-in for your group if your wedding start time conflicts with the check-in time? Is there an on-site breakfast option? – or a bar for after-party revelers? Is there a fee for parking? Is the hotel one you would be happy to stay at?
  3. Price: Reality is your roomie from college, your preppie co-workers, and your rich great-aunt Pat are looking at a difference price-point in their accommodations. Provide different hotel options for each with a budget, midrange and luxury choice – thus making the 10-room limit a non-starter. And, also arrange for a variety of room types – king, single queen, and doubles or even suites can be on the list – all with differing prices providing additional options for the budget conscious.

The details …

You’ll want to do your homework on hotel options and be ready to make calls 4-8 months before your special day. It is great if the leg work can be done enough in advance to include the information with your invitations or, at minimum, on your wedding website – even better if it can be included with your save-the-date announcement. And, if your date coincides with other competing events in the area, you’ll want to be on the front end of any event hotel bookings – and know that the hotel may be less flexible with their price reductions if there will be ample competition for those rooms. (See my prior blog: “The 5-C’s of Choosing your Wedding Date”.)

Before you call, you’ll need to have some idea of how many rooms you want and at which locations – difficult to do when you haven’t gotten any RSVPs back. However, a ballpark figure can be obtained by counting all your out of town guests and divide by two. You’ll most likely even need less rooms than this (many make their own lodging choices) – but it does provide a place to start. And then split that number between the various hotels by anticipated price-point appeal. And if you have a courtesy block, there is no worry on your end of getting stuck with the bill.

First things first – get a pen and paper and write everything down, including the name, email, and title of the person that you speak with. And when the call is over, immediately follow up with an email noting what you were offered – before you or the hotel representative forget the points you discussed.

Questions to ask:

  • Right out of the gate ask to speak to the manager or sales agent that is able to make decisions. Nothing is more frustrating than continuously being put on hold as the reservation agent checks with the manager.
  • Do you provide a courtesy block? What is the maximum number of rooms and what is the cut-off date?
  • What is the group rate – including fees and taxes? If we find we need additional rooms – can we add more rooms with the same price-point?
  • Is there an additional fee for parking – and does it include in-and-out privileges?
  • Can you ensure early check-in for the room block?

Remember – you are the customer and you are simply negotiating the best option for your guests. The hotelier will have their own interest at heart – but using negotiator language will keep things focused in your benefit without creating an adversarial interaction. Use language like “Can you provide something a bit more budget-friendly?” or express surprise – “Oh! I was expecting something with a better price-point.” And don’t share any detailed price goals upfront – because that’s where the hotel will start and stop – you might be able to negotiate something even lower if you are a bit more nebulous in your responses. Be fluid and let them know you are calling several hotels to negotiate the best option. And once you’ve chosen your lodging choices, be sure to get everything in writing.

Whew! Now wasn’t that easy??

Bonus Tip: Now consider adding a personal touch for your room block guests! How about adding a welcome letter for each guest to be given as they check in? This could include not only your personal welcome, but also a map and event timeline – just in case they left theirs at home. You could also include local “must-sees” while they are in town and your personal recommendations for restaurants – and, of course, the location of the closest Starbucks! What a great way to let your guests know that they are loved!