First, please know, reserving a hotel room block for your guests is not a requirement. Your guests are (hopefully) very capable human beings who can figure out their own hotel accommodations for the wedding.

However, a hotel room can be a nice gesture and can encourage wedding guests to stay in the same place which can create a fun community feeling during your wedding weekend.

Also, sometimes room blocks are necessary if you happen to be getting married in a location where lodging accommodations are scarce OR you’re getting married during a busy travel/event season for your wedding location. (For example: You’re getting married on Super Bowl weekend in the town where the Super Bowl is being hosted.) 

Therefore, if you do decide to book a hotel room block or two for your wedding, here are a few items to consider.

Guaranteed vs. Courtesy

First, let’s start with a little room block education. 

There are two types of room blocks – guaranteed and courtesy room blocks.

Guaranteed (or closed) room blocks come with an attrition clause attached to them. This means if you reserve 30 rooms for a specific date, and your hotel guests only reserve 15 of those rooms for that date, you could be financially responsible for the remaining 15 rooms. 

As you can imagine, if this occurs, it can be financially painful for you (or whoever guaranteed) the hotel rooms. So definitely be aware of what the attrition clause is if you agree to a guaranteed room block. Even though this sounds like a scary option, it may be the only way to go to ensure you and your wedding guests have specific hotel accommodations if your hotel is in high demand over your wedding day weekend.

Courtesy (or open) room block does not have an attrition clause attached to it. Which means you are not financially on the hook if the rooms in your room block are not reserved. However, these room blocks often require guests to book their rooms at least 30 days in advance as the rooms are generally automatically released a month before the first check in date on the room block.

Generally speaking, unless you have a specific reason for needing to agree to a guaranteed room block, the courtesy room block option is the much safer option to choose.

How to Calculate Your Room Nights Correctly

Now, let’s review how to calculate “room nights”. (This may sound simple but can be confusing.)

Room blocks are calculated in what are called “room nights”. Room nights are the number of total rooms you are reserving for your room block. This is simple to calculate if you are only reserving a room block for one night.  However, if you are reserving rooms in your room blocks over multiple dates, be sure you calculate the rooms nights correctly, to make sure you are reserving the appropriate amount of rooms for your guests.

Here is an example below is an example of how a courtesy room block room night numbers would be calculated. (Say that 10 times fast!)

I hope this example helps calculate your room night numbers correctly:

Smith & Brown Courtesy Room Block

• Room block start date:  Thursday, June 8
• Room block end date: Monday June 12
• 20 room nights per day

4 nights x 20 rooms per night = 80 room nights

Total Number of Room Nights = 80 room nights

Okay, now that we have some basic room block knowledge under your belt, let’s dive into the step by step process to book your room block for your wedding.

1. Estimate the Number of Rooms You Think You Will Need

Now that you know how to calculate your room nights, let’s estimate how many room nights you might need. If you are committing a closed room block (with an attrition clause), I always suggest you err on the side of caution and book less rooms than more. If your block fills up quickly, you can often ask your hotel to extend your block as needed. (I prefer you to fill your room block then having you on the hook to pay attrition fees for unfilled rooms.)

2. Research Potential Hotels

Identify several hotels near your wedding venue that you would feel comfortable referring your guests to stay in for your wedding. Consider factors such as proximity, transportation options, and amenities offered. Also, be sure to choose a range of hotel types and price points so you can easily accommodate different guest budgets and preferences. For example, consider reserving a courtesy room block at the hotel where you are getting married and the Hampton Inn down the street.

3. Compare Rates & Amenities

Contact several hotels to request room block pricing (closed vs. complimentary), amenities, and any special offers for wedding blocks. Also, be sure to ask about complimentary services, such as breakfast, parking, or shuttle service to your wedding venue, which can add significant value for your guests.

4. Evaluate Contract Terms

This step is critical – especially if you are considering booking a closed room block with an attrition penalty. Be sure you understand the terms and conditions associated with these contract elements:

• Cut-Off Date: The deadline by which guests must book their rooms. What happens after the cutoff date? Are the rooms automatically released? What happens if guests want to book after this date? Is it possible based on occupancy availability at the hotel?
• Attrition Rate: The percentage of rooms you can release without penalty if not all are booked. What is the financial penalty if you are not able to fill your room block?

Cancellation Policies: Rules surrounding room cancellation and any potential charges.

5. Negotiate Where Possible

Don’t hesitate to negotiate terms with the hotel sales manager. They may offer better rates or additional perks, such as a complimentary room for the couple or a discounted suite, especially if you’re booking during off-peak times.

6. Reserve the Block

Once you’ve compared and negotiated, reserve your room block with the hotel that offers the best balance of cost, amenities, and flexibility. Confirm all details in writing to avoid any misunderstandings later.

7. Communicate Details to Your Guests

Include hotel information on your wedding website. Provide guests with the hotel’s contact information, booking link, and any codes needed to access the special rates. Encourage guests to book early (at least 3 months before your wedding), especially if your wedding dates align with busy travel seasons.

8. Monitor & Adjust

Maintain communication with the hotel’s booking manager to monitor reservations. Request a rooming list report often (one every other week or so) from your hotel contact.  If the block is filling up quickly, consider adding more rooms. Conversely, if bookings are slow, be sure to reach out to your friend and family to encourage them to make their hotel reservations sooner than later.

Final Thoughts

While room blocks are not a necessity, they can make finding accommodations for your guests much easier with a small discount. Just remember, if you are choosing to reserve a guaranteed room block, be sure you understand the financial obligation associated with the room block agreement. Happy room block reserving!

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Casey Green Weddings, LLC | 2501 S Village Drive, Cottonwood, AZ 86326