How to block hotel rooms

If you have out-of-town guests at your wedding, they’ll need a place to stay, because you certainly don’t want them to break up a bridal suite! Wedding hotel blocks allow guests to stay in the same hotel (or multiple hotels) for easy planning and transportation. It is more fun for your guests who may want to meet and enjoy their own afterparty. Booking a block of hotel rooms is the best way to ensure guests are seated near the front desk. Additionally, hotels often offer a discount on the room rate, which you can then pass on to your guests. Here’s everything you need to know for this to happen.

How do you lock hotel rooms for a wedding?

There are a few key points to keep in mind before booking hotel rooms for your wedding: proximity to the party venue, amenities, and price. If you get married in a place that also has accommodation, start there. Ask the manager of the hotel for room prices and a possible discount for guests who book in advance. You should book hotel blocks with at least two hotels if you are planning a wedding with many out-of-town guests, get married in a hotel with extremely expensive rooms, or have an above-average guest list (over 140).

To book a block of hotels for your guests, refine your search on two or three hotels and then call each one. Dzwoniąc w celu rezerwacji, podaj hotelowi terminy, w których spodziewasz się przyjazdu gości, a także wszelkie specjalne życzenia, które masz nadzieję, że pomogą Ci spełnić (takie jak zrzucenie torby powitalnej przy drzwiach lub transport na lotnisko i z lotniska) . Na początek zarezerwuj mniejszą liczbę pokoi i w razie potrzeby dodaj więcej później. This way you will avoid penalties if the rooms are not booked. Sound like a hassle? Save a lot of time by using Hotel Planner, our leading hotel room booking service. Con pianificatori certificati con molti anni di esperienza nel settore e un totale di 28 lingue diverse (suggerimento, consiglio per sposi target), Hotel Planner è un servizio completo di prenotazione di hotel per il tuo gruppo – spiegheremo i vantaggi e i suggerimenti in seguito.

How to negotiate the terms of a hotel blocking agreement?

Do you prefer DIY? Once you have found a room lock option suitable for your wedding day, you will most likely need to sign a contract to finalize your booking. There are a few keywords to understand when looking into the terms of the hotel lockdown agreement. Please read the agreement carefully before signing and looking for the following clauses:

  • Admissible Withdrawal Clause

What does it mean:This figure refers to the percentage of rooms that can remain unbooked.

Goal percentage:Between 10-20 percent This means that if you have booked 20 rooms but 2-4 are left unbooked, you will not be charged any fees.

  • Loss rate or minimum commitment

What does it mean:This figure refers to the percentage of rooms to be filled to avoid a penalty.

Goal percentage: Between 80 and 90 percent Example: If an entire block of hotel rooms is left unused, you will need the hotel compensation for all unused rooms with a minimum commitment of 80%. This means that if you don’t book the agreed minimum number of rooms, you will be owed up to 80 percent of the room block.

  • A mitigation clause or a resale clause

What does it mean: The hotel must undertake to book unused rooms in your block so that they will not be held responsible if they are subsequently sold to other customers. In short: You shouldn’t have to pay for the rooms that other guests are paying for.

How to provide guests with information about hotel locks?

The best way to communicate hotel lock information is to post it on your wedding website. This way, all your guests will be well informed and can easily click to find out more about the accommodation options available. If you have out-of-town guests, it’s a nice gesture to provide some additional information on how to get there or if hotel pickup will be provided. Also, consider adding your wedding planner or family member’s contact details on your website so guests can contact them directly if they have any questions about travel or accommodation.

We’re tired of thinking about all the details, so we’re here to help. We have partnered with Hotel Planner to meet all your booking needs. Hotel Planner allows you to search all the major hotels near your destination, recommend accommodation and help you negotiate an attractive price and book all your rooms in one place. All you need is a simple informative questionnaire and you will be matched with a local expert who can help you every step of the way.

Not sure where to start planning your wedding? Partecipa al nostro Style Quiz e prepareremo una visione del matrimonio personalizzata per te e i fornitori che si adattano a te. Then create a free, personalized wedding website to keep your guests informed (and excited!) About your plans and a time-saving guest list manager organizing your attendees. Even better? You can sync your Guest List Manager and wedding website to update everything at once.

Travel tips

How to block hotel rooms

Proper planning in advance will ensure a pleasant stay at the party. (Photo: Jupiterimages / liquidlibrary / Getty Images)

Related articles

  • How to get rooms in a booked hotel?
  • What should you know when booking a hotel for a wedding?
  • How to make a reservation on Tunica at Fitzgerald Casino?
  • How to book a hotel for a company?

Hotels typically offer discounts on published or “rack” room rates to customers who book rooms in bulk. Most hotels require a minimum of 10 rooms to book; room rates are negotiable and will decrease as block size increases. Are you planning a wedding? Consider booking a block as a convenience for out-of-town guests. Meeting or convention planners who book block rooms can provide significant savings to their employers and clients.

Step 1

Contact the group sales office of one or more hotels in the destination city.

Step 2

Allow your sales rep that you want to book a block of rooms, as well as the date range and number of attendees / rooms expected.

Step 3

Specify the size of the event and list other hotel amenities your group plans to use (such as banquet catering or conference rooms). Ask for the best available price for the hotel. Let the agent know if you are receiving offers from competing real estate agents.

Step 4

Explain whether guests will pay for their own rooms or whether the rooms need to be charged to the main or corporate account (as is often the case with conventions). If you are using an account, be sure to specify exactly which charges are allowed.

Step 5

Decide if guests will guarantee their reservations or if your company or organization will take care of it.

Step 6

Get a group code that can be used by guests making their own reservations. Make sure your guests know this code so they can enter it and receive the discount when booking their rooms.

Step 7

Secure a signed group sales agreement that specifies all the details in writing.

Hotels can skimp on what guests can do with their TVs. For example, if you try to plug your own device into your room’s TV to watch your own content, odds are good that are nothing will happen. Hotel TVs are usually plugged into external boxes that track your hotel room’s TV activity and control what channels, apps, and TV features can be used by guests. These boxes prevent the use of HDMI ports, but can be easily bypassed.

Twitter user Deviant Ollam has come across a pretty brilliant solution that lets you turn a frozen hotel TV into a boring old regular TV, which then lets you use the HDMI ports for whatever you want.

  1. Look at for a data cable plugged into the back or side of your room’s TV. The port looks like a telephone socket or the small socket of an Ethernet cable, and the cable must be connected to a nearby terminal block.
  2. (Gently) pull out the cable. They usually have a small, very delicate plastic tab that you have to hold to remove. Make sure you don’t damage it, since you’ll need to plug this back in before you check out.
  3. Turn off the TV and turn it back on and you should now be able to use the HDMI input.

Ollam notes this little trick may disable the TV’s remote in some instances. However, you should still be able to use the buttons on the TV to swap inputs and adjust the volume.

How to block hotel rooms

Whether you’re planning a one-week conference or a two-day business trip, booking accommodation is a big piece of the puzzle. You may be concerned about the prospect of securing a hotel room for your event, but finding a great deal doesn’t require hours of frustrating research or negotiation. The idea is to know what you want, what questions to ask and what to look for in the contract.

Here are five tips for negotiating the best rate for your hotel room.

Start your search first

The earlier you start searching and booking, the more options you will have. Quando restringi la scelta dell’hotel, considera fattori come le dimensioni della sala conferenze, le opzioni di parcheggio e i costi di trasporto. Websites such as Expedia, Travelocity, and Orbitz are generally allowed to provide this information.

If your event dates are flexible, check out trend charts like the ones on HotelPlanner. com which predicts future rates so you can excel in the economic months.

“The price of a hotel room depends on whether the event takes place in the hotel during peak or off-peak hours,” says Joyce Scardina Becker, head of special events. week with business travelers, so rates may be relatively lower. However, in tourist resorts and tourist destinations, weekend rates can be much higher and popular destinations often require a two-day stay. “

Plan the appropriate number of rooms

Once you have your dates and a short list of hotel options, focus on selecting the number of rooms you want to book. “When planning an event, many people overestimate the number of rooms needed,” says Tim Hentschel, CEO of HotelPlanner. com. “Remember that it is difficult to bring people together in one place at the same time. There are flight disruptions. people get sick and so on.

As a rule, Hentschel recommends that you always expect a 10-20% reduction. “Unless you have a mandatory event for your company or there is some sort of corporate incentive, you won’t have 100% use of the blocks,” he explains.

Do your homework on rates

Before calling the hotels on the list, check out the best prices they offer online. “Once you know the rates, call the hotels and ask for a group sales manager,” says Becker. “If your hotel is part of a national network, call the local number, not the national reservation number.”

Ask the group sales manager for the best rate they can offer. If it is higher than the internet rate, ask if you can get a better price. “Assuming they can quote a price that exceeds the Internet offerings, also ask if they have a discount policy where they provide a free room if a certain number of rooms are insured,” Becker says. “In many hotels, you can get one free room for every 50 rooms your guests receive.”

Ask if on-site events can reduce your bid

If your event allows, consider scheduling some hotel events such as a group meal or happy hour. “Total expenses are an important part of hotel bookings,” notes Hentschel. “The more you can do in the hotel, the more you will save.” Adding on-site activities will change how the hotel views you as a customer, he says. The more you spend and the more hotel services you use, the more they see you as a VIP customer.

“Plan something on the spot,” says Hentschel. “Even if it is a small expense, you will come back discounted for the price of the rooms and for the way the hotel serves you.”

Skip the deal with a fine comb

At the end of the negotiation, the hotel will give you a contract that will guarantee the maintenance of the number of rooms requested at the agreed price. Before accepting it, take a closer look at some important details.

“Look at the cancellation policy, the end date, the write-down policy, the fee and the deposit amount,” says Hentschel. The cut-off date is the date the hotel expects all rooms to be booked to ensure the security of the lock. Check if the attrition rules apply; this means you could be prosecuted if your guests don’t get the total number of rooms requested.

To avoid potential charges, negotiate a reasonable cut-off date with the group sales manager. “This means that the rooms will be held until a certain date – one to two months before the event, depending on the hotel – at which point all unreserved rooms will go up for sale without penalty,” Becker explains. .

By working closely with your hotel booking agent, keeping events on-site whenever possible, and negotiating a reasonable deal with no hidden penalties, you will be well on your way to successfully negotiating hotel room lockdowns for the your next event – problems and headaches not included.

Hotel room blocks are a key element of the wedding guest experience. It is equally important that you clearly communicate this information so that your guests know exactly how to book.

How to block hotel rooms

How to block hotel roomsCreative brown fox

Booking a lock in a hotel room is a thoughtful and important gesture for out-of-town wedding guests. If you’re not sure how to start booking one, we’ve got the one for you! Our free Wedding Hotel Blocks service will help you find the best rooms for your wedding guests at the best prices. So once you have those details, it all comes down to communicating with your guests appropriately.

Here’s how to proceed with the wedding hotel block content on the invitations or accommodation card for the wedding.

If possible, include it in your save dates

If you’re hosting a destination wedding or a wedding where most of your guests are traveling, it’s a good idea to book your hotel room blocks as soon as possible, meaning shortly after you book your wedding venue. If you have this information before submitting your dates, please include it. The earlier your guests book hotel rooms, the better (especially if there are other big events in your wedding town this weekend!).

Provide a separate accommodation card for the wedding

Whether you include information about hotel room blocks on registered dates or actual wedding invitations, we recommend that you include this information in a separate insert to give it the attention it deserves. The wedding lodging card should match the theme of your invitations as closely as possible. Ideally, this insert would be separate from the responses, directions or collection cards and would include the title “Accommodation”.

Don’t complicate it

The wording should be relatively short and sweet, providing the necessary information without adding too many details. Here’s an example:

For your convenience, a block of rooms has been booked in [hotel name] in [city]. When calling to make a reservation, please provide your wedding [names] to receive the discount. Please call [hotel’s phone number] to make your reservation.

Also, be sure to clearly write down any important dates or deadlines. For instance:

Make sure you book your hotel room by [date] to get a discount.

Check out your wedding website

We strongly recommend that you enter information about hotel blocks on your wedding website (ICYMI: here is our guide to creating a wedding website) and then link to your wedding website under the “Accommodation” tab or in an insert separated with the wedding invitation. A note on your wedding page should read:

For more information on travel and accommodation, please visit our wedding website: [site address]

Update your site

It’s one thing to refer your guests to your wedding website, but it’s entirely another to keep your wedding website updated and personalized throughout the planning process. If there are any updates or changes to your hotel room lockout information (including upcoming dates!), Be sure to note them on the website. This will help your guests access all important information at any time and prevent them from calling you with questions!

Disclosure: This post contains affiliate links, some of which may be sponsored by paid providers.

As soon as you’ve got the ring on your finger (or, really, long before), visions of white dresses, stunning cakes, and blooming flowers start dancing through your head. Unfortunately, sometimes wedding planning isn’t as much fun as it is an exercise in negotiation. One of the most necessary and obviously frustrating aspects of wedding planning can be negotiating your hotel room space. To ease your nerves and prevent you from signing a contract out of frustration, we’ve complied a list of key tips that will help you ace your negotiations.

How to block hotel rooms
Photo: Christina Bernales via Tram Haus Lodge

Starting from the beginning

Before we go any further, we need to ask: Are you sure you need a hotel lockdown contract? Many hotels offer free room blocks for groups of less than 30 rooms. The best part is that there are usually no deposits or contracts with this type of block. Also, hotels often still offer a discount on these rooms.

If your party is too large to qualify for a courtesy room block, you’re moving into the interesting world of contracts. No matter how badly you want to cross this off your wedding planning checklist, don’t sign a contract without looking over the fine print. By reviewing the terms and conditions below, you can rest assured that you will receive a contract that will make you and your hotel happy.

Amount of the deposit

If you’re planning a wedding, deposit amount should be a term you’re familiar with. Many hotels ask you to pay a deposit for the wedding hall lock. Find out what this amount is and use it to search for the hotel offering the best deal (lowest deposit). Ideally, you can even find a position that doesn’t require a deposit or that has flexible terms. As with all deposits, negotiate to ensure at least a partial refund of your deposit.

The degree of abrasion

Now we’re getting into the more advanced lingo. The exhaustion rate refers to the percentage of rooms that must be filled to avoid paying a fine. For example, let’s say you make a block of 20 rooms for your wedding. However, only 13 rooms are booked by your guests, and your contract says your exhaustion rate is 75%. This means that you now have to pay for these two unused rooms. In many cases, it is best without a cancellation clause in the contract.

However, if you can’t avoid an attrition clause at your dream hotel, try to negotiate a low attrition rate, or ensure that your contract has a mitigation or re-sale clause. This requires the hotel to attempt to book unused rooms in your block. If they’re sold to other customers, you will be off the hook for paying for them.

The contractual clause

Admissible Withdrawal Clause jest drugą połową ścierania. Rather than listing the percentage of rooms that need to be occupied, some hotels will list the percentage of rooms that can remain unbooked.

How to block hotel rooms
Eric Limon of Cranwell Resort

Final booking date from the hotel room block

All good things have an end date, even a block in a hotel room. For a number of days before check-in (usually 30), rooms in your block that are not yet booked will be released for general sale. The date on which this occurs is called the termination date. If you’re planning your wedding far in advance (or have very organized relatives), consider using this date as a negotiation tool. For example, you can offer an earlier cut-off date in exchange for extra services or a lower sell-out rate.

Cancellation policy for your hotel room

Our number one wedding planning tip: expect the unexpected. Sometimes the unforeseeable happens and, at this moment, don’t make things more difficult being trapped in a bad contract. Please read carefully to see what damages you will be liable for in the event of a cancellation. Ideally, you’ll be able to cancel without penalty, and, if that’s not possible, negotiate a cut-off date before which you can cancel without paying any fee.

Other tools and tricks

Negotiating a contract is not just about numbers and percentages. Consider asking for amenities such as gift bags in your guests’ rooms, a morning-after brunch, or an upgrade to the honeymoon suite. A hotel’s willingness to provides extras such as these will help you determine where you want to book your hotel room blocks.

Finding the perfect hotel?

With all this in mind, you’ll be able to negotiate a hotel room block contract that works for you. Of course, you can’t start negotiating until you’ve found the venue of your dreams. Start your search with our wedding planner and discover an inn or resort that will make all these deals and contracts profitable.

You may also like.

How to block hotel rooms

Wedding Planning Checklist
How to block hotel rooms

Location for weddings by the sea
How to block hotel rooms

Grady Savage, 04/04/2018

  • twitter
  • Facebook
  • mailto
  • flip chart

How to block hotel rooms

Booking a block of rooms for wedding guests can be a complicated and stressful process. The more information you have before calling hotels, the better. But what can you expect? Here are some important things to consider.

How many rooms will you need in the hotel?

This is, of course, a major question that’s essential to know before you start to actually book hotel rooms. Although you can’t necessarily know for sure ahead of time, a good frame of reference would be to go through your wedding’s guest list and tally the number of out-of-town guests on the list, then divide this number by two and set aside that many rooms. You don’t want to overestimate, as you can sometimes be charged for the empty rooms, but it’s also a good idea to ask about their policy on adding rooms later if it turns out your estimate was under the needed amount.

How many hotels?

It’s considered good practice to book a block of rooms in at least two separate hotels. Keep in mind the difference in pricing (you’ll want to have one budget-friendly option and then perhaps a mid-level or higher-tier second option) as well as location and proximity to your wedding venue. You’ll also want to make sure the places you choose have a variety of room-type options, with rooms suitable for couples and families alike.

How to block hotel rooms

Talk to the right person at the hotel

When you begin making calls to hotels in the area of your wedding, make sure you’re not just talking to someone at a call center or even the hotel’s front desk. Ask to speak to the person who manages the group rates – they will be the right person to ask your questions and will also provide the best possible rates for your guests.

Will it be expensive?

There are several ways to book rooms: guaranteed lock and courtesy lock. A guaranteed lockout ensures that every number of rooms booked is available on your wedding day. Fondamentalmente, con questa opzione, prenoti lo stesso numero di camere, il che significa che tu (o i tuoi ospiti) pagherete quel numero di camere. This type of booking often requires a deposit at the time of the initial booking. The courtesy block will still delay the desired number of rooms, but generally with an associated cut-off date (30 to 90 days before the event, depending on the location). This type of block generally does not require any upfront payment. A courtesy block is the option most couples tend to use when booking a block of rooms ahead of time, as it doesn’t cost them any money up front and there’s no fee for not filling all the rooms. However, this option must absolutely clearly inform wedding guests of the cut-off dates as rooms will be released after that date.

How to block hotel rooms

Do you need additional services?

Many hotels offer extra services when you book a block of rooms, but you decide which amenities are important to you and then you shop them. Do you want to be sure that breakfast is available to your guests the morning after the event? Are you counting on an early check-in on your wedding day so that people can leave their belongings in their rooms, get ready and make their way to your premises? Does the hotel offer a transfer service to ensure safe and timely transportation to and from the event for its guests?

Some or all of them may be an option for you, with or without additional costs, depending on how you and the group sales manager negotiate the rates and needs of your event. If you have an idea of a service you’d like (dropping off welcome bags, for example) but you’re not sure if the hotel offers this type of service, make sure to ask in your conversation with the manager and see if they’d be able to make something like that work. You may be surprised how much the hotel will work with you to facilitate this process.

Make hotel details clear to wedding guests

Once you’ve booked rooms in one or more hotels, make sure your guests are very clear about where and when they need to book their rooms. If you have a wedding website, this would be the key information you can add there. Also, make sure important people (such as parents, in-laws, and others who are likely to answer questions on this topic) know the details of your plan and can help spread the word to out-of-town family and friends.

Although booking a block of hotel rooms for your wedding guests can seem like a complicated, overwhelming process, it can also be a huge help to your guests who are coming from far away to celebrate you and your partner’s special day. If you enter the conversation prepared and confident, you will leave the conversation with your private rooms ready to be filled with your favorite people for your favorite day! Good luck!

Hotels can skimp on what guests can do with their TVs. For example, if you try to plug your own device into your room’s TV to watch your own content, odds are good that are nothing will happen. Hotel TVs are usually plugged into external boxes that track your hotel room’s TV activity and control what channels, apps, and TV features can be used by guests. These boxes prevent the use of HDMI ports, but can be easily bypassed.

Twitter user Deviant Ollam has come across a pretty brilliant solution that lets you turn a frozen hotel TV into a boring old regular TV, which then lets you use the HDMI ports for whatever you want.

  1. Look at for a data cable plugged into the back or side of your room’s TV. The port looks like a telephone socket or the small socket of an Ethernet cable, and the cable must be connected to a nearby terminal block.
  2. (Gently) pull out the cable. They usually have a small, very delicate plastic tab that you have to hold to remove. Make sure you don’t damage it, since you’ll need to plug this back in before you check out.
  3. Turn off the TV and turn it back on and you should now be able to use the HDMI input.

Ollam notes this little trick may disable the TV’s remote in some instances. However, you should still be able to use the buttons on the TV to swap inputs and adjust the volume.