I am inviting about 40 guests from out of town (20 couples). I am confused as to how to block rooms. Should I block rooms at 2 different hotels, so guests have a choice of where to stay (1 cheaper hotel and 1 nice hotel)? Also, I am weary of giving my credit card out to hold the rooms. What happens if people do not reserve all the rooms I hold? Will I be charged for them? Is there a deadline I should give the guests for making the reservations, and when I should contact the hotel to let them know I do not need the rooms? And since I am expecting about 20 couples, even though I know they all cannot attend, how many rooms should I block?
Nancy Tucker
PRESIDENT - WEDDINGS BEAUTIFUL
Jan 7, 2005, 7:39 AM
Post #2 of 8
(2701 views)
Re: [binxgal] How To Block Rooms/How Many?
[In reply to]
Dear How many?
You will have to negotiate the terms of the room block with the hotels involved. Do not accept a contract that bills you for the rooms not picked up in the block. I think they call it an attrition clause. Ask for a 10 room block with the ability to add on as they are used up. Make sure that they give you a cut off date that is less than a month away. Preferrably 3 weeks from the wedding date. Also prior to calling the hotel for setting up the room block, check their hotel on line to see what price they are offering on line. If they offer a higher rate, challenge them to lower it.
Generally one hotel is okay for your block for 2 reasons.
1. If you are doing gift bags for out of town guests, you don't want to have to run around to several hotels to drop them off.
2. If you are doing directions to the ceremony, you don't have to rework them from several different locations. Nancy Tucker President of Weddings Beautiful US http://www.weddingsbeautiful.com
truelove
BRIDE
Jan 11, 2005, 12:00 AM
Post #3 of 8
(2658 views)
Re: [binxgal] How To Block Rooms/How Many?
[In reply to]
In Reply To
I am inviting about 40 guests from out of town (20 couples). I am confused as to how to block rooms. Should I block rooms at 2 different hotels, so guests have a choice of where to stay (1 cheaper hotel and 1 nice hotel)? Also, I am weary of giving my credit card out to hold the rooms. What happens if people do not reserve all the rooms I hold? Will I be charged for them? Is there a deadline I should give the guests for making the reservations, and when I should contact the hotel to let them know I do not need the rooms? And since I am expecting about 20 couples, even though I know they all cannot attend, how many rooms should I block?
I work at the front desk of a hotel. We have weddings all the time, usually at least one a week.
As a hotel clerk, here's my suggestion to answer your questions...
Book 20 rooms (that way the guests can choose) at two hotels with different levels of expense. Not all have to be taken but one month before the wedding, you will need to call the hotel to add or delete any rooms still needed or not used (your guests will need to know they have a time limit to book).
You can negotiate a rate with the hotel when you block the rooms. Some hotels even give cards that have a small map to the hotel, their address and phone number as well as any other pertinent information.
You do not need your credit card to hold any rooms in most hotels (I suggest confirming that with the hotel/s first because each hotel has different rules).
You will NOT be charged for rooms not picked up. Though, if you don't reserve enough rooms, its not guaranteed to be able to add extra rooms at the last minute as guests pull a surprise show. That means, any rooms above and beyond the room block are not guaranteed. If the hotel is busy and they are sold out beyond your room block, the hotel will NOT boot anyone from their room so that you can have it regardless of whether you have a room block booked or not. Hope that made sense lol. A hotel sells their rooms regardless of whether a wedding is coming in or not. They would rather receive a guaranteed profit than rooms that MIGHT come in.
Thats why you need to confirm with the hotel and your guests. I know that you would rather not be bothered keeping track of it all but it saves an even bigger headache later.
If you want to deliver OOT bags to the rooms just let the hotel know ahead of time.
I hope no one is insulted by this post. If you have any more questions, feel free to ask and I will help to the best of my ability. Fellow Bride
(This post was
edited by truelove on Jan 11, 2005, 12:06 AM)
binxgal
Jan 13, 2005, 11:17 AM
Post #4 of 8
(2592 views)
Re: [truelove] How To Block Rooms/How Many?
[In reply to]
I went ahead and booked 14 rooms with 1 hotel. I just received the agreement form for me to sign and I was concerned about a part of the contract. The part states:
"in order to receive your group rate, a minimum of 10-rooms, per night, is required. Should your group booking not meet this requirement and have less than 10-rooms, per night, your group rate is subject to change. The hotel may charge up to the full standard rate, per room, as is their privilege."
I am concerned about this. I do not want people to book rooms thinking it's $XX, and then when they check-in they find out the price has increased because I didn't meet the minimum required. What should I do to prevent this if I do not book all the rooms I have blocked?
truelove
BRIDE
Jan 13, 2005, 12:26 PM
Post #5 of 8
(2588 views)
Re: [binxgal] How To Block Rooms/How Many?
[In reply to]
Hmm. That's interesting. Not all hotels do that but it is underststandable.
Well, likely you will not have every rooms taken because there is always a bit of a wash for reserved rooms (people don't show up even though they have a reservation). Try not to be harassing to your guests but make sure that those who are coming and need the rooms book their rooms instead of waiting till the last minute.
Even if the hotel doesn't give you a time before you must book, give your guests a time (like rooms must be booked one month before hand). That will give you time to arrange something else or cancel the block just in case you don't end up with 10 rooms.
Hope that helped. Fellow Bride
Nancy Tucker
PRESIDENT - WEDDINGS BEAUTIFUL
Jan 13, 2005, 3:23 PM
Post #6 of 8
(2581 views)
Re: [binxgal] How To Block Rooms/How Many?
[In reply to]
Dear how to,
Contact the hotel and ask them to waive that clause...if they don't is there another hotel you can reserve also?
OR you could drop your booking reservation and add on to the block as they are used up. Nancy Tucker President of Weddings Beautiful US http://www.weddingsbeautiful.com
binxgal
Jan 15, 2005, 12:04 PM
Post #7 of 8
(2564 views)
Re: [Nancy Tucker] How To Block Rooms/How Many?
[In reply to]
I contacted the hotel and they said they could not waive the clause because it was a "company policy." I do not like this at all. I think I may start looking for another hotel. Is this something a majority of hotels have? It's hard finding a hotel with reasonable rates for the dates I need because of a huge NASCAR race in the area, and the other hotels have outrages rates or are full.
If I drop my booking reservation and add on, they will not get the discount and will be charged at full rate.
This is stressing me out. Thank you for your advice!
(This post was
edited by binxgal on Jan 15, 2005, 12:08 PM)
truelove
BRIDE
Jan 24, 2005, 3:28 PM
Post #8 of 8
(2511 views)
Re: [binxgal] How To Block Rooms/How Many?
[In reply to]
Not all hotels have that policy. Its very odd to find one that does. You may like to call around and ask other hotels what their policies are.
You may be stuck and have to take the hotel whether you want it or not because of room bookings in the rest of the city for a special event.
Your welcome for the advice. I hope its helping at least a bit. I wish I knew exactly what to tell you, unfortunately different companies have different rules. It may be the norm to have that policy in your area. Fellow Bride
(This post was
edited by truelove on Jan 24, 2005, 3:30 PM)
How To Block Rooms/How Many?
