Wedding How many hotel rooms should I block?

[goldenstar]

I have no idea how to estimate this. My guest list is at 190 but many of those are overseas or out of state so I''m expecting a big decline rate.

I want to offer maybe 3 different options at different price points. Would that be too complicated? How did you calculate the number of rooms to block?

Thanks!

 

[Krissie]

Our hotel worked with us on this. Does your hotel charge a fee for unused rooms? Some do, so we started low and then added to the block as time went on. We started at 20 rooms, then expanded to 25, and finally ended up at 30.

 

[galvana]

I think usually the hotels will handle this for you - mine has 10 initially blocked, then if the ten get booked they increase the block to 20 and so on.
There is a standard rate for the wedding block and if people want to upgrade they can. Does this help?

 

[mintve]

Hi Goldenstar-

This is what I do for a living and although I cannot give you an exact number, I can give you some pointers:

1. Find out if the hotel will charge you for rooms you do not fill, but block. My hotels, do not, but some will charge you if you ask to reserve 10 and only fill 6.

2. Find out what comps you will get and at what number of rooms. It can be beneficial to put more rooms at one or two hotels b/c you may get free shuttles, comp rooms, etc. So, the more rooms at fewer hotels the better

3. many hotels can make reservation links or custom web pages. You can upload the link or URL to your wedding website making it much easier for your guests to book online

4. Get a mix of rooms w/ king beds and rooms w/ 2 beds (many times the king rooms rooms are a bit cheaper on the weekend b/c they are not as popular on the weekend as the rooms w/ 2 beds). This way you can save your guests w/o any children $$)

5. Ask if the rate includes breakfast. If it does not and you want to include, be sure to ask they quote you for that and ask for a discounted rate.

6. You will probably need fewer rooms than you think. We find that when a bride requests 10 rooms, she typically fills 1/2 of those. So, I would go w/t maybe two price point hotels and block off at least the minimum required to get the comps (usually 10-15 in the area where I work). Then, ask if you can add more as you need them. If you think you will have a lot more people who will travel to the wedding, then maybe bump that number up a bit.

Let me know if you have any other questions. Hope this helps.

 

[Izzy03]

Goldenstar: You must have read my mind! I have no idea about blocking rooms for guests!

Very informative Mintve! You rock! I hope you don''t mind me adding a few more questions!

1. How much of a discount is generally offered for blocking rooms (rough estimate)?

2. How long before the wedding does this need to be done?

 

[mintve]

Date: 9/10/2008 7:57:26 PM
Author: Izzy03
Goldenstar: You must have read my mind! I have no idea about blocking rooms for guests!

Very informative Mintve! You rock! I hope you don''t mind me adding a few more questions!

1. How much of a discount is generally offered for blocking rooms (rough estimate)?

2. How long before the wedding does this need to be done?

Izzy- So glad I can help

The discount is hard to say. If there is an event in the city that weekend, it might be none or minimal. If its a quiet time, it can be 5-10% or even up to 20-30% off. It should be lower than a rate they show on their website or offer when you call to get a regular rate for those dates. It never hurts to ask the sales person if there is room to lower the rate, espeically if they package it with breakfast, parking, etc. (some hotels require you to pay for parking, so ask that too!!)

As far as how far out to book, the sooner the better. Most hotel reservation systems are able to book about 300- days out, so 10-11 months. You don''t need to be on the phone the day the rooms are available, but if you can book 6 to 8 to 10 months out, go for it. That way, you secure your block, you get a rate and you can check it off your to do list. If you find the rate drops online and its lower than the rate for your group (this should not happen, but it might), contact your sales manager and see if they can re-negotiate your rate for a lower rate. Does that make sense?

I hope this helps Good luck!

If you need help in a certain city let me know and I can see if I can find a Marriott contact for you.

 

[Izzy03]

Thank you so much! I would have never thought to check on many things you mentioned. I am seven months aways from my wedding so I need to get with it. Next weekend to be exact!

 

[mintve]

pleasure, glad i could help

 

[goldenstar]

Thanks for taking the time to respond everyone!

Thank you Mintve, that was SO helpful!