When planning your wedding, one of the most thoughtful things you can do for out-of-town guests (and even locals who want to stay overnight) is to arrange a hotel block. A hotel block ensures that guests have a comfortable place to stay, close to your wedding venue, with the added benefit of a group rate. But what exactly is a hotel block, and why should every wedding have one? Let’s dive in to understand the perks and the ease it can bring to your big day.
Why Every Wedding Should Have a Hotel Block
What Is a Hotel Block?
A hotel block is a set of rooms reserved specifically for your wedding guests at a discounted rate. By arranging a block, you’re essentially holding a predetermined number of rooms for your guests at one or more nearby hotels. This way, your guests can make reservations under your block at a reduced rate, simplifying their accommodations and bringing everyone together in the same location.
Most hotel blocks are created through contracts between you (or your wedding planner) and the hotel. Generally, you’ll reserve anywhere from 10 to 30 rooms (depending on your guest list), and some hotels may offer perks if a certain number of rooms are booked within your block. The arrangement typically includes a cut-off date by which guests must book their rooms to receive the group rate, so planning and communicating these details early is essential.
Why Every Wedding Should Have a Hotel Block
1. Convenience for Your Guests
When you arrange a hotel block, you make it easy for your guests to find a comfortable, nearby place to stay without the stress of searching for hotels or worrying about availability. A hotel block provides your guests with a one-stop solution, allowing them to make a reservation in minutes with the assurance that they’re close to your venue. Plus, it saves them from the stress of last-minute bookings, especially if your wedding is during a peak travel season or near a popular area.
Pro Tip: Choose a hotel close to your venue so guests can enjoy an easy commute. If possible, consider selecting a hotel that offers shuttle service to and from your wedding venue, adding extra convenience.
2. Discounted Rates and Savings
One of the primary benefits of a hotel block is the discount it provides. Wedding guests often appreciate that they’re getting a reduced rate, as traveling for a wedding can already be costly. By securing a group rate, you’re helping your guests save money, making it easier for them to join you on your special day.
Pro Tip: Book early! Some hotels will provide deeper discounts if you reserve your block far in advance, giving your guests even better rates.
3. Keeps Guests Together
A hotel block creates a central gathering point for all your guests, making it feel like a mini-reunion. Your guests can stay in the same area, easily meet up before and after the wedding, and extend the celebration into a fun weekend experience. With everyone in one place, it’s also easier to coordinate group events, like a welcome dinner, brunch, or farewell gathering the next morning.
Pro Tip: Ask the hotel if they can provide a designated common area for your guests to mingle, especially during pre-wedding gatherings or after-party events.
4. Enhances the Wedding Experience
When guests stay together, it amplifies the celebratory spirit of your wedding. Imagine the excitement as friends and family bump into each other in the hotel lobby, share stories over breakfast, and relive moments from the wedding. A hotel block creates a unique opportunity for guests to connect, bond, and enjoy a sense of community throughout the weekend.
Pro Tip: Share a welcome bag with wedding-day essentials, snacks, and a note of gratitude. It’s a lovely surprise for guests checking into the hotel and adds a personal touch to their stay.
5. Offers Flexibility for Various Budgets
If you have a wide range of guests with different budgets, consider setting up multiple hotel blocks at different price points. Some hotels may offer a variety of options within close proximity, so everyone can find something that suits their needs.
Pro Tip: Choose one luxury hotel and one budget-friendly option to give guests flexibility in choosing their accommodations. This way, no one feels stretched financially, and everyone has access to a comfortable stay.
6. Peace of Mind for the Couple
Knowing that your guests have a reliable place to stay offers you, as the couple, peace of mind. You won’t need to worry about guests scrambling to book rooms at the last minute or paying excessive prices due to high demand. This assurance lets you focus on other aspects of your wedding without unnecessary stress.
Pro Tip: Coordinate with your wedding planner or a family member to manage hotel block logistics. They can keep track of bookings, communicate with the hotel, and ensure guests are aware of all necessary details.
How to Set Up a Hotel Block for Your Wedding
Setting up a hotel block is a straightforward process:
- Start Early: Reach out to hotels as soon as you set your wedding date and venue. Early bookings give you more options and often better rates.
- Negotiate Terms: Some hotels require a deposit or commitment, while others offer a courtesy block with no upfront costs. Discuss details like cancellation policies, minimum bookings, and any perks they might offer.
- Consider Proximity: Choose hotels close to your venue for easy transportation. Check if they provide shuttle services or can offer suggestions for nearby transportation options.
- Communicate the Details: Once the hotel block is secured, include the booking information in your wedding invitation suite or on your wedding website. Share the booking link or phone number, along with the cut-off date for reservations, to ensure guests don’t miss out on the group rate.
Final Thoughts
A hotel block is a thoughtful, practical addition to any wedding plan. Not only does it make things easier for guests, but it also enhances the sense of togetherness that makes weddings so memorable. From group rates to central accommodations, a hotel block ensures that all your loved ones have a comfortable, convenient place to stay and can focus on celebrating with you.
Planning a wedding? Make your guests feel welcome and well taken care of by organizing a hotel block, and enjoy the added joy of having everyone close by as you say, “I do.