How to Book a Hotel Room Block For Your Wedding Guests

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If you’re planning a destination wedding or have interstate guests, reserving a hotel room block can make sourcing accommodation much easier (and more affordable!) for your loved ones. 

A hotel room block not only ensures your guests have a place to stay but also allows them to take advantage of a discounted rate – saving them time, money, and stress.

Not sure where to begin with reserving a hotel room block for your wedding? Read on for our step-by-step guide, including the best online platforms to simplify the process.

Photo via Linda Nari Photography

What is a Hotel Room Block?

Hotel room blocks are a reservation of 10+ hotel rooms set aside for a specific event. By reserving a room block, you’re guaranteed a certain number of rooms at a discounted rate. This rate is typically between 15% to 40% lower than standard rates, making it much more accessible for your loved ones.

If you’re planning a local wedding with just a handful of traveling guests, a hotel room block is probably not required. But if you’re planning a destination wedding where the majority of guests will need to book accommodation, they are definitely a no-brainer!

Check out our guide to wedding guest accommodation etiquette here.

Photo via K.R. Moreno

Figure Out How Many Room Blocks You Need

The first step in booking a hotel room block for your wedding is figuring out how many rooms you’ll need. To do this, you’ll need to estimate the number of out-of-town guests you have, and how many of them will want to stay at a hotel. 

Consider the following questions to help you determine a rough estimate:

  • How many guests will need a hotel room, and how many nights will they be staying?
  • Will there be different types of rooms needed (e.g. single, double, suite)?
  • Will you need separate room blocks for the bride and groom’s families?

Once you have the answers to these questions, you can start looking for hotels that can accommodate your needs.

Tip: it’s better to overestimate, rather than underestimate!

Photo via Eric Cheng

Compare Different Rates

When looking for hotels to reserve a room block for your wedding, it’s important to compare your options, as rates can vary widely. While you don’t want to overpay for rooms, you also don’t want to sacrifice quality for a lower price! 

There are some great online platforms such as Hotel Planner that can help you compare hotel block rates for your wedding. Simply input your event details and receive quotes from multiple hotels in your desired location. You can also contact your preferred hotel directly and ask about their group booking options.

When comparing rates, look out for hotels that may offer discounts or perks for reserving a certain number of rooms. For example, a free room for the bride and groom, or a complimentary breakfast for all guests.

Photo via KT Merry

Ask The Right Questions

Once you’ve narrowed down your list of potential hotels, it’s important to ask the right questions before reserving your room block. For example:

  • What is the best discount you can offer?
  • What room options are available? Can you show us photos?
  • Is there a minimum or maximum number of rooms that must be reserved?
  • Is there a cut-off date for guest bookings?
  • What is the cancellation policy?
  • Do you provide a shuttle bus service?
  • Are there any penalties if a percentage of rooms remain unbooked?
  • Are there any additional fees or taxes that guests should be aware of?

By asking these questions, you can ensure your guests are getting the best possible deal while also understanding exactly how the booking process works.

Photo via Olivia Rae James

Share Details With Your Guests

Once you’ve reserved your hotel room block, it’s important to share the details with your guests as soon as possible! The best way to do this is via your wedding website, and you’ll want to include the following information:

  • The name and address of the hotel(s)
  • The rate for each type of room
  • The deadline for booking a room in the block
  • Any special instructions to access the group rate
  • Transport details

For example:

“For your convenience, we’ve reserved a block of rooms at Hotel Grande, located at 33 Malibu Parade. These room options include single, double, and family suites.

Simply mention “The Robertsons” wedding when making your reservation to access the discounted rate. Please note the deadline for booking your room at the discounted rate is Friday, 17th July.

You can contact the hotel directly here to make a booking: (insert contact details).

A shuttle bus will be departing from the hotel at 2.00pm for our ceremony, and returning to the hotel every 30 minutes from 10pm onwards.”

Create Your Destination Wedding Website

Communicating with your wedding guests doesn’t have to be a complicated process! Our drag-and-drop wedding website builder is the easiest way to share accommodation details with your loved ones.

View our range of customizable templates here, or create your free account to get started!