Everything you need to know, plus how Kleinfeld Hotel Blocks takes the stress off your plate.
Let me set the scene for you… You have been dreaming of your wedding day since you were old enough to know what a wedding was! You know exactly what you want, from your dress to flowers to decor and everything in between. You get engaged, and oh so much happens so quickly! You celebrate with your loved ones, maybe have a smaller engagement party or two, and before you know it, it’s time to start planning and booking. Then you remember your guests need somewhere to stay and that hotel blocks do exist.
Hotels are a major factor in how happy out-of-town guests will be. If they have to find a place to stay on their own (whether a few weeks before the wedding or on the morning of), they will not be happy, especially if rates are jacked up on Hotel Websites because the wedding is a few weeks away. Make it easy for them, and they will love you. Make it hard, and they will be grumpy at best, but more likely, they will never consider coming to your wedding.
A wedding hotel block is one of those logistics that should never really draw attention to itself. If done correctly, it really isn’t anything people should even remember that it existed. However, if a hotel block isn’t managed properly, the irritation is sure to mount, and guests’ already fragile patience will begin to falter.
By the time you finish reading this guide, you’ll know: Hotel blocks What to book and when, and how to negotiate your contract and what to be wary of.
Learning all about the logistics of wedding groups and how hotels like Kleinfeld Hotel Blocks work. Licensed meeting planners bring 30 years of expertise to the table to do all the work for you.
What is a wedding hotel block?
A hotel block is a collection of rooms that a specific group has booked. The rooms are contracted out to the group at a negotiated rate. All rooms booked in a block are made using a “group rate code” or “discount code,” and members are eligible for a discount of anywhere from 5-30% off the regular rate. The intent is to allow for a large group of people to all book into the same hotel.
There are two main types of hotel blocks:
Courtesy blocks: The hotel has given us courtesy blocks in a selection of rooms that we can block out until a certain date. These rooms can then be re-opened to the general public if they are not reserved. There is no obligation to the hotel so it’s a win win situation for everyone. This really works in favor of most couples as if people don’t book or can’t attend, there is no charge or obligation in relation to the rooms.
Contracted block: Here, you agree to a guaranteed number of rooms. You may be charged for a percentage of unsold rooms, which could be a risk. A contracted block offers a bit less room to negotiate, but still presents some risks.
Some definitions to note for hotel blocks:
Group rate deadline: The cut-off date is the last day and time you can book to still get the group rate.
Attrition: The minimum percentage of rooms you are contractually required to fill.
A rooming list is the official record of the Hotel of all those staying in your block. Use to arrange for your gift bags and shuttle.
When should you book your hotel block?
One of the most important things to do once you get engaged is to book your hotel block. Hotels fill up fast, especially during peak season. The best rate is reserved for those who book early.
Timelines of a block:
About 9-12 months before your wedding date: Wedding planning 101: Start researching, contact your local hotels for the area you are getting married in, and ask for a group proposal. VERY important to do this for peak season and holiday weekends.
Read on for a little more information on what they mean by a group proposal.
6-9 months: finalize contract and lock in the rate, sign the contract
3-4 months before the wedding: Tell your guests where they will be staying by including the name of the hotel in the wedding invitation or listing it on the wedding website.
3-4 weeks before the cutoff date: Remind your guests who haven’t booked yet to BOOK NOW.
Pre-wedding week: confirm with the hotel the final guest count and coordinate any special logistics
The sooner you start planning, the better your chances will be of achieving your goals.
How to reserve a wedding hotel block
Step 1: Estimate how many rooms you’ll need
Before you call the hotel, make an educated estimate of how many rooms you will need for your wedding party and guests. To do this, multiply the number of guests traveling from out of town by 70% and take into consideration the types of room arrangements guests may be requesting.
Most hotels require a minimum of 10 rooms in order to create a “block”. A block means that all the rooms are reserved for your event (with only the number you request being guaranteed). There’s always one family in your group that will travel from way out of town, so reserving an appropriate block of rooms is a courtesy to them at the very least.
Step 2: Research your hotel options
When it’s time to filter out hotels to consider for your event, there are a number of options to take into consideration. Location, Location, Location ranks right up there with being cost effective in negotiations. First and foremost, a key factor should be the proximity to the event venue. Your objective should be to select a hotel as close as feasible to your event site. A general rule of thumb, and we firmly agree with it, is no more than 10 to 15 minutes away in a reasonable amount of traffic. Although it’s totally acceptable to have a post ceremony after party that involves walking distance, such as at an event site situated in an upscale shopping district, being on site with enough time to get into your room prior to walking down the aisle is important so guests are not burdened with long drives that may leave them worried you’ll arrive late to your ceremony.
After location, consider other aspects that will be important to your guests. Will there be free parking available or is there a hotel shuttle? Are rooms wheelchair accessible if older family members are joining you?
Step 3: Contact hotels and request proposals
Contact 3 or 4 hotels at a time. We recommend to directly contact the hotels, or send an online request specifying that you are comparing rates at several hotels. Hotels will then give the best rates in order to remain competitive.
When you reach out, make sure to have the following ready:
- Your wedding date
- Estimated room count
- Room types
- Any special requests, like a bridal suite or connecting family rooms
This is where a hotel block company, such as Kleinfeld Hotel Blocks comes into play. Rather than spend countless hours tracking down contacts and filling out numerous forms, a hotel block company will do the work for you. They will submit numerous block forms to multiple hotels and bring back your options for you to consider.
Step 4: Review proposals and negotiate terms
When you receive the hotel proposal you need to review the following items: Rate and room types and rates Cutoff date (confirm if this is adjustable and if the rates will increase or be unavailable after this date) Hotel Cancellation Policies Hotel Amenities provided for complimentary to guests Hotel Shuttle service or other transportation services provided At first glance it may seem like the nightly rate is higher, but in comparison to other items it maybe acceptable in relation to the additional benefits provided in the proposal.
Some questions to ask your hotel:
Is this a courtesy block or a contracted block?
What is the attrition rate, and what happens if we don’t fill the block?
For example, the cutoff date for this event is Friday, October 21, 2022. However, the official group rate at the Hampton Inn Lexington, Historic District/Virginia Horse Center will be extended one day after the cutoff date, in the event that the block has not filled, and it remains subject to availability.
Will rates be locked, and for how long?
Are there complimentary rooms included?
Will you provide a dedicated online booking link or group code?
Are there ADA-accessible rooms available in the block?
There are so many common misunderstandings about the process of negotiating a hotel block, and we want to shed some light on the situation. First and foremost, a hotel block is NOT a hotel reservation. Also, one of the biggest myths surrounding hotel blocks is that you can’t negotiate with the hotel. What the hotels want you to believe is that you can’t negotiate, but the reality is that they are open to it.
Step 5: Sign the contract and lock in your rate
READ THE FINE PRINT BEFORE SIGNING. Also ask about the attrition fee, which are charges for not filling rooms. They are not negotiated like a block rate but rather just told to you. Find out what the fees are and when you can reduce the block to less fees.
The contract should provide the agreed price, cut-off date, rules re complimentary rooms, terms and conditions of cancellation and details of the main contact person, including phone number. It should be signed by both parties and kept safe.
Step 6: Tell your guests
A lot of couples set up a fabulous room block, but then hide the details of how to officially book it. Make sure to include the details of the hotel, group code or direct link to make a reservation, the rate, and the deadline for booking. Your guests shouldn’t have to search high and low to find this information.
Pro tip: Including the hotel name and location on your save the date can give your guests an idea of what to expect!
Sending out an e-mail 3-4 weeks prior to the cut-off date is a good idea. So many people mean to book and just forget.
Step 7: Monitor the Block and Adjust as Needed
It’s time to touch base with your hotel contact. Where are we with room reservations? Keep in mind that numbers can change and it may be necessary to increase the number of rooms assigned to the group. If the group is booking up quickly, be sure to increase the room block prior to any deadline that may apply. Conversely, if they are booking up more slowly, it may be a good idea to reduce the number of assigned rooms to avoid any possible room block penalties.
Keep a rooming list current so you have all the information you need to arrange for welcome bags, shuttle pickups and seating assignments.
Step 8: Confirm Everything Before the Big Day
One week prior to the wedding verify the guest count with the hotel and confirm all details with transportation company. Confirm time, pick-up and drop-off points with the venue and reconcile all charges for services rendered post-wedding and pay in full.
The Smarter Way: How Kleinfeld Hotel Blocks Simplifies Everything
Well after reading through the steps involved in preparing for a wedding you cannot help but think that it is indeed a lot of hard work to organise what is supposed to be one of the most joyful occasions in any person’s life.
That’s why we founded Kleinfeld Hotel Blocks. You shouldn’t have to become a group contracting, travel and hospitality expert to ensure that your guests have a place to stay. We’re here to provide the service and tools that will ensure your guests are well taken care of at the best hotels, or in the most charming boutique hotels.
Here’s what makes Kleinfeld’s service stand out:
Its free for couples and is paid for by the hotel. No charge to you whatsoever.
We are two highly experienced and Licensed Meeting Planners. Between us we have over 30 years of professional experience. We know the hotels, we know the contracts and we know exactly what to ask for in order to ensure that your conference is run in a highly professional manner.
We cover the world Your dream wedding is where ever you choose it to be, whether it be right here in Vermont or Rome, Italy. If it is on this earth we want to be your Wedding Videographer.
Fast turnaround. Most couples receive 5–10 hotel proposals within 2 business days.
We’ll provide end-to-end support throughout the entire process – from when you first reach out, to when the reservation is confirmed. We’ll handle all of the corresponding emails, so you don’t have to.
How it works: Submit your wedding details, and The Hotels at Kleinfeld will deliver a customized selection of hotels with specific rates and amenities. Choose your ideal properties and Kleinfeld will negotiate all details and agreements. With 30+ years of exclusive connections throughout the hospitality industry, The Hotels at Kleinfeld can provide preferred accommodations and perks, including often negotiated blocks of rooms, rate guarantees and complimentary stays that may not be available to the couple booking direct.
One of the rare wedding vendors where using them will actually take less effort and time than doing it yourself.
Common Mistakes to Avoid
Even with a solid plan, a few pitfalls trip up couples every year. Here’s what to watch for:
The sooner you book the better. Hotels closest to popular events fill up quick. Plan ahead and give yourself at least 9–12 months to find the best deals and room availability.
underestimate the number of rooms needed and request more than expected. Even if the number of requested rooms appears to be excessive, there is no penalty if the rooms are cancelled prior to the cut-off date.
Scanning the fine print. The attrition clause on group bookings can be pricey. Read it carefully before you commit.
Burying the booking instructions. Your guests are busy. Make the booking info stand out and effortless to act on.
Forgetting accessibility needs Be sure that ADA-accessible rooms are booked within your designated block.
There are no alternatives. Some travelers might need to reserve another room at a different property in the event their first choice is filled, so you could block some rooms there as well.
ROOM PICKUP IS GETTING SCRAMBLED. Losing contact in the room pickup line Staying in close contact with your hotel liaison and having an idea of the number of rooms picked up is important in order to avoid any room pickup last minute disasters.
Frequently Asked Questions
Do I need a hotel block if most of the guests are local?
Even if the majority of your guests are local you may also wish to allocate a small courtesy block for long distance friends and family.
What’s the difference between a courtesy block and a contracted block?
Courtesy Block – the hotel holds the rooms at the group rate but has the right to cancel the rooms if not picked up by the cut-off date. A Contracted Block is a block that the group agrees to pay the hotel for a minimum number of rooms and could incur penalties if the rooms are not filled.
How many hotels should I block?
The majority of owners list between 2-5 different holiday properties across various price points. This means that guests have plenty of holiday homes to choose from across a variety of budget levels.
What if the block doesn’t fill up?
In the case of a courtesy block, there is no penalty if rooms do not fill. Otherwise, rooms will go back to the regular availability list, and it will be a crap shoot as to whether your attrition clause will allow your room to be filled. That’s why I often recommend asking for a courtesy block for couples.
Can guests cancel their reservations?
Yes, usually 14-21 days, but it varies by hotel.
Can we add special requests for individual guests?
Yes. Most hotels are able to accommodate room requests listed on the rooming list. These can include requests for connecting rooms, a high floor and early check-in. Collect the requests from the guest and send to the hotel along with the rooming list.
The bottom line:
Hotels blocks aren’t necessarily the most fun part of the wedding, but they are definitely one of the most useful for guests.
By 9-12 months plan to start asking for courtesy blocks and read all fine print, especially relating to events and let your guests know.
If you enjoy planning and decision making, then Kleinfeld Hotel Blocks may not be for you. If however you would rather plan your flowers and decor, we can assist. Our services include, but are not limited to: * The research and presentation of venues and options. * Contacting venues and/or caterers for a site visit and/or proposal. * Negotiating all terms of a contract. * Finalization of all documentation pertaining to the event.
