How to Intelligently Book a Wedding Room Block
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.
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, know 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 rooms blocks often require guests to book their rooms at least 30 days in advance as the 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.
Calculate Your Room Nights Correctly
Room blocks are calculated in what are call “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 to 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
Room blocks do not equal a deal
It is a common misconception that if you reserve a room block for your wedding guests that you might be able to get them a lower room rate. This unfortunately is not always the case. However, it has been in my experience, the hotel usually offers a small discount your guests. The hotel offer a room rate that is $10 less than the normal rates for the date.
Variety of prices is the spice of room blocks
Remember when you are selecting which hotel to reserve room blocks for your guests, it is usually a good idea to offer a couple different price points for your guests. For example, consider reserving a courtesy room block at the hotel where you are getting married and the Hampton Inn down the street.
Final thoughts
While room blocks are not a necessity, they can make finding accommodations for your guests much easier. 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
8700 E. Pinnacle Peak Road, Suite 114
Scottsdale, AZ 85255
602-448-8133
hello@caseygreenweddings.com
