How Do Room Blocks Work For A Wedding?

A wedding room block is a reservation of multiple hotel rooms, typically at a discounted rate, for a specific event like a wedding. Most hotels provide a unique web link to share with guests or provide contact information for the destination wedding planner or room block coordinator. By blocking hotel rooms, couples promise to fill them for the agreed-upon timeframe, often the night before and the night of the wedding.

A hotel room block is an agreed-upon amount of room that the hotel will hold for you and your wedding guests to reserve at a discounted rate. To qualify for a room block at a discounted rate, you must set aside at least 10 rooms. When booking a hotel room block, you will likely need to request group rate proposals from multiple hotels, which can be a time-consuming and arduous process.

To reserve a room block, keep all guests under one roof and set a group capacity cap. Capacity caps are typically based on hotel seasons and predictable demand drivers, with hotels allowing more groups to book when it’s most profitable. On average, you can get 10-20 rooms on an open block, though some hotels can offer 25-30 rooms on an open block based on their availability for your dates. Once an open block is full, you can ask your hotel to add more rooms to your block based on their availability.

Reserving a room block is a straightforward process, but it can be a little time-consuming. To make the experience as efficient as possible, it’s important to prepare in advance before calling hotels and putting down deposits. In many group blocks, individuals are responsible for paying for their own room, such as in a wedding block, where each guest would typically be responsible for paying for their own room.

How do you estimate room block for wedding?

Determine the number of rooms you need. The number of rooms depends on your guest list. “Figure out how many people are traveling from out of town,” Ayers suggests. If half of your guests are traveling, try to match that percentage. Most guests travel in couples or with friends, so you’ll want about half the number of rooms plus a little buffer. If you have a 200-person guest list with 50 to 60 percent traveling, you’ll want to hold space for about 120 guests. That’s 60 rooms. But don’t worry about it being perfect. If not everyone needs a room, the bridal party or other friends and family will fill in.

Ask the bridal party about their accommodation needs. If you want them to stay at the hotel, let them know. Also, let them know if you’re covering the cost. If they’re paying for their own room, offer an affordable alternative.

Determine how many blocks you need. Once you know your room number, you can figure out how many blocks to book. Block sizes vary, but they’re usually between 10 and 30 rooms. Ayers says blocks at big chains like Marriott and Hilton usually don’t go above 25. She rarely sees anything above 30 unless it’s a privately-owned property.

How to negotiate a block of rooms?

Here are five tips on how to get the best rate on a hotel room block. Start your search early. Plan for the right number of rooms. Do your homework on rates. Ask if on-site events can lower your rate. Go over the contract with a fine-toothed comb. Booking accommodations is a big part of planning any event. Securing a hotel room block for your event doesn’t have to be a hassle. Know what you want, ask the right questions, and read the contract carefully. Here are five tips on how to get the best rate on a hotel room block. Start your search early. The earlier you start, the more options you’ll have. When choosing a hotel, think about things like meeting room size, parking, and transport costs. Online sites like Expedia, Travelocity, and Orbitz can usually provide these details.

How many people can fit in 2500 square feet?

Make sure your venue is large enough for your wedding reception. Room size: Minimum square footage: Sit-down dinner: 8 guests at a 60″ table 1,600 square feet 128 wedding guests 2,000 square feet 160 wedding guests 2,200 square feet 176 wedding guests 2,500 square feet 208 wedding guests.

How do you know that the venue space is large enough to accommodate your wedding reception? Use the wedding venue space planning key below to determine the minimum square footage for your event venue. WAIT! You’ll probably need extra space for these extras too. Work with your wedding planner and/or venue coordinator to make sure all these space extras are included.

Who pays for hotel blocks?

Who pays for hotel rooms? The person staying in the room usually pays. Sometimes, event producers pay for rooms in advance, and attendees pay them back. Or, attendees pay for their rooms and get reimbursed later. How much does it cost to reserve a hotel room? You don’t pay to reserve a block of hotel rooms. You should get a discount when you reserve a block of hotel rooms. You should see at least a $40-$50 difference in the rate per room per night. Group blocks are more affordable than individual rooms. Hotels also benefit because they get guaranteed bookings for dozens of rooms and any additional charges from event stays.

How much space do you need for 100 guests at a wedding?

Let’s say there are 100 people. A crowd of 100 needs a room of at least 600-1,000 square feet, without considering the specifics of your event. Different table sizes, rows of chairs, a buffet line, a dance floor, etc. Your final space depends on other elements.

See our chart to see how your space needs change for different events. The chart above shows what your event may need in terms of space. A banquet-style event with round tables will require about 12 square feet per person, an auditorium-style presentation with comfortable rows of chairs will require about 8 square feet per person.

How many rooms should you block for a 200 person wedding?

If you have a 200-person guest list, reserve spaces for about 120 guests (60 rooms). Determine how many blocks you need. It’s important to find a place for your out-of-town guests to stay. Where can your guests find it? Not easy. We can help you reserve a hotel room block for your out-of-town guests.

Are wedding blocks free?

Do hotels charge for blocked rooms? Some venues might require a deposit for wedding hotel blocks, but this is not common. If a deposit is required, it will usually be 10% to 50% of the total cost. Ask for a courtesy room block first. Who pays for the hotel block? The bride’s family usually pays for the wedding party’s accommodations, so any hotel room block fees will be paid by them. The family doesn’t have to pay for each guest’s nightly hotel rate. Only VIPs, if they can afford it, pay for their own rooms. How to block hotel rooms for a wedding. Follow these steps to reserve a block of hotel rooms. Your guests will be comfortable in their rooms.

How many servers do you need for 150 person wedding?

For a buffet, one server is needed for every 25 to 35 guests. For a seated, plated event, we suggest one server for every 10 to 15 guests. All liquor must be in 1-liter or 0.75-liter bottles. Based on one bar, double the quantity if you have two bars. Have at least one bottle of each type of liquor for each bar. Based on two bars, increase quantities if you have three bars.

What is the benefit of a room block?

Your wedding resort may not offer a room block. Most all-inclusive resorts and mid- to high-end hotel chains don’t offer courtesy room blocks. You’re more likely to find a courtesy room block in a lower-priced hotel in the US, not in Mexico. You’ve booked a busy hotel or a busy week/weekend. If your hotel is booked, you’ll need a wedding room block to guarantee your guests have a room for your wedding. Many guests wait until the last minute to book. If you didn’t set up a room block, they may not be able to come to your wedding. You want to make sure that the room rate stays the same for all guests. A room block guarantees a set room rate for all guests until a certain date. This lets guests reserve rooms without price increases. You need many rooms. Your guests often wait until the last minute to book. If you didn’t set up a room block, the rooms may be gone, and they may not be able to come to your wedding. Couples often think that blocking more rooms gives them more negotiating power. A wedding room block is different. The number of rooms booked is not guaranteed because the resort takes more risk. The more wedding rooms you request, the worse the contract terms will be. Some resorts even raise room rates on larger group room blocks. This is becoming more common, especially for room blocks of more than 50 rooms. My wedding is three months away, and the resort just released all of my rooms, but some guests still haven’t booked. What happened? You’ve reached your drop date or contract end date. This is when the resort releases any remaining rooms that didn’t sell. They put these unsold rooms back on sale.

How much space do you need for 300 person wedding?

If you’re having a smaller wedding with about 80 guests, you’ll need at least 1,000 square feet for a sit-down dinner. If you’re expecting 160 guests, you’ll need at least 2,000 square feet for a sit-down dinner. A venue of at least 3,000 square feet can accommodate 250 guests, while a venue of 3,700 square feet can accommodate 300 guests. You’ll also need space for:

Head table, dance floor, DJ or band, cake table, bar, food stations or buffet, gift table.

What is a typical hotel block discount?

The basics: A hotel room block is 10 rooms. A room block saves you time, money, and ensures that all of your guests will have a place to stay. Group rates are 15% to 40% lower than standard rates. This deal is even better.

Not sure how many rooms to block for your wedding? You don’t need to know how many rooms you’ll need. An estimate is fine. Bonus: Overestimating is even better! Book your room blocks 3-8 months ahead of your event. This gives you and your guests time to decide, plan, and get excited. If you’re just starting your search, you can message multiple venues at once for room block info. See? Easy! Start your venue search.

What does it mean to block rooms for a wedding?

A room block is an agreement between you and a hotel to reserve a group of rooms at a set rate for your event. Your guests can use the rooms you block, but the public can’t. When you’re inviting guests from out of town, accommodations are important. Hotel room blocks are a common way to help your guests. If they’re traveling for your event, you want to make sure they have a good stay. They should be able to find accommodation easily. Not every event needs a hotel block. Here’s what a hotel block is, how it works, and if it’s right for you and your guests. How do hotel room blocks work? There are two types of room blocks. The most common kind of room block contract is an attribution contract. This requires you to block a minimum number of rooms and holds you financially responsible for the block. Some contracts include a penalty for not filling the rooms. A hotel may require a minimum block of 10 rooms and 80% of that block to be filled. You are financially responsible for 8 rooms, even if your guests don’t book them. Slippage rates are usually between 80 and 90% of the minimum room block.

A courtesy contract is the second kind of room block. Hotels reserve a certain number of rooms until a set date, usually three or four weeks before the event. At the cutoff date, the hotel releases any unfilled rooms to the public with no penalties.