How Do Hotel Blocks Work? – with BW Studio + Events
WRITTEN BY Blair Woerfel, BW Studio + Events | COVER PHOTOGRAPHY BY Gretchen Wittry Photography
If you’re wedding planning, you’ve probably considered getting a block of rooms at a local hotel for all of your guests to take advantage of, right? But how do they work? And what are some good rules of thumb when you’re weighing one block against the other?
Well, you’ve come to the right place. The full-service planners at BW Studio are here to unpack hotel blocks with you!
COURTESY VERSUS ATTRITION
First thing to know about hotel blocks is the difference between courtesy blocks and those with attrition rates. One is at no cost to you, and the other can be at a great cost to you (if you’re not confident you’ll fill the rooms).
Courtesy Block
Essentially, a courtesy block involves no upfront or delayed costs for you. When the release date comes (typically 28-30 days before your event), the hotel will simply release any unbooked rooms back to their general inventory.
This is the most popular and common form of hotel block, and typically what we recommend to our couples.
Attrition Rate Block
A hotel block with an attrition rate puts you on the hook for a percentage of the total room fees, and typically, that percentage is 70-80 percent. For example, if you reserve 10 rooms at $200 each, that’s around $2000 total (ignoring taxes and all that for simplicity’s sake). Following an 80% example, you would owe the hotel $1600 if the rooms didn’t get booked.
On the other hand, if all of the rooms get booked, then your guests pay for the rooms and there is no issue or cost to you at all. But it’s a risk some clients aren’t willing to take!
WHO PAYS?
Something clients often ask us is, “Who pays for the room?” Our answer: the person staying in it. It’s very normal for all guests to pay for their own hotel rooms, not the host or couple. But sometimes I’ve seen families cover room costs for particular VIP’s, wedding party members, etc. This needs to be negotiated with the hotel sales team in advance, so as not to cause confusion during check-in and check-out. The hotel will typically not let someone check in or out if their name is not on the reservation.
WHEN TO BOOK?
The second most important thing to consider: When should we book our block? We always recommend booking your hotel blocks as early as possible, but know that most hotel chains will not allow you to reserve a block until you reach the one-year mark. So, set a reminder in your calendar for the one-year mark to reach out to hotels! Once your rooms are reserved, you can dive into transportation needs!
ROOM COUNTS
Next, you’ll want to determine how many rooms you actually need. Start by considering how many of your guests will be traveling from out of town. Then you can typically cut that number in half. Many people will be traveling with someone (a partner or plus-one) they can share accommodations with. Or sometimes they will be traveling as a family and can stay 4-6 people to a room. So think in terms of how many couples, groups or families will need a place to stay.
Most hotel chains will offer blocks in groups of 10, 15 or 20 rooms. Sometimes more, but not very often. Once you’ve filled your initial block, you can usually increase the block based on availability at the time. Which is why it’s beneficial to get the block early and encourage your wedding party and VIPs to secure their rooms in advance!
SUITES VERSUS ROOMS
In simple terms, a hotel room is a single room with one or more beds, a work desk, a bathroom and maybe a closet, TV and dresser. It depends on the hotel chain for specific amenities. On the other hand, a suite is a much larger accommodation. A suite usually has an attached bathroom, a living area and, most times, includes a dining area as well.
Standard Hotel Rooms
These are perfect for wedding guests, large corporate events and weekend getaways. Sometimes guests can get adjoining rooms and double up for larger family groups, just be sure to ask in advance.
Suites
Suites are larger, making them ideal for getting ready before weddings or larger events. Typically, a bride and their crew will secure a large suite the night before a wedding and use it for hair and makeup the day of the wedding. It will get cleaned in the afternoon, and then the couple can come back to the room in the evening to a clean suite.
Sometimes, parents of couples will also get suites so that the other partner and their crew can also have a place to get ready. Ultimately, decide based on your headcount, and consider a hospitality suite or standard room instead.
Hospitality Suites
A lot of wedding groups will take advantage of a hotel’s hospitality suite over a typical room. This is often a separate space with a large living area with a kitchenette and dining room that a bigger group can enjoy throughout the event weekend. It can be a great touchdown point for the entire crew throughout the weekend, and could be utilized for a getting-ready suite or just a place to have drinks after a rehearsal.
Sometimes, there will be a hotel room attached to this suite, but that’s highly dependent on the hotel brand. Always ask what’s included and if food and beverage service is available.
IN-HOUSE DINING OPTIONS
Most hotel chains will have options for rehearsal dinners, welcome drinks, group dinners, brunches and more on-site. Ask your hotel coordinator to see what’s available for your headcount needs. Often, these spaces come included with the food and beverage minimums (plus tax, service fees and gratuity!), but, again, that’s very dependent on the hotel brand.
CHECKING IN & OUT
A funny thing about checking in and out of a hotel is that the name on the room needs to match the name on the card being used for check-in. So if you’re not able to check into your hotel due to some other obligation that day, make sure someone else is on your room reservation so they are allowed to check you into your room. You can always update the payment method before checkout.
You may also be able to arrange an early check-in time for a few of the rooms on your block. There’s strength in numbers! But it might not be available due to high demand or another adjacent event in your area.
WELCOME BAGS & GIFTING
Most hotel brands will charge a fee to deliver your welcome bags to the rooms, and some even charge a fee to hand them out at the front desk. Always be sure to ask and make sure it’s clearly stated in your agreement with the hotel. Often, you can avoid this fee by handing them out yourself at a welcome party or rehearsal dinner!
OTHER PERKS
Know the magic word to ask for perks: concessions. When asking for perks, phrase it like this: “Do you offer any concessions based on the block’s pickup?” Hotels should understand exactly what you mean by that request.
So what are concessions? Concessions are special perks given to a couple for hitting a percentage of rooms booked (also known as the “pickup” rate) within their block. If the pickup is high, perks can come as a kind of “thank you” from the hotel. We often see benefits like upgraded suites for both sets of the couple’s parents, the ability to book a deluxe suite at a standard room rate, complimentary breakfast, etc., but they can vary.
GET THE WORD OUT
Once you have your hotel block and a booking link, make sure to advertise it on your wedding website so guests know they have somewhere to choose from! Also be sure to remind guests as it gets closer to the release date so they don’t miss out.
You can also request a booking list from the hotel at any time to see how many people have reserved and check in on folks you know who should have booked with the hotel already.
Booking a hotel block may seem like a small detail, but it plays a big role in creating a seamless, enjoyable experience for you and your guests. With a little planning and the right questions, you can secure great rooms, avoid surprise fees and maybe even score some fun perks along the way. Most importantly, your guests will feel taken care of, which sets the tone for a celebration to remember.
About the Author
Blair Woerfel is the owner and lead planner of BW Studio + Events, a Chicago-based event coordination and planning group serving the Midwest and beyond. A born organizer with a knack for memorable moments, Blair turned childhood slumber parties and milestone celebrations into a career in planning highly personalized events. After years of directing nonprofit galas and planning by special request, she founded BW Studio to do what she loves most — bringing dream days to life.
