How do Hotel Blocks work?
If you’re planning a big event, 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… let’s unpack hotel blocks together!
Courtesy vs. Attrition
First thing to know is the difference between complimentary blocks and those with attrition rates. One is at zero cost to the client, and the second can be at a great cost to you… if you’re not certain you’ll fill it.
Courtesy Block
Essentially, a courtesy block is at no upfront or delayed cost to you! When the release date (typically 28-30 days before your event) comes, the hotel will release the remaining rooms back to the general hotel pool. This is the most popular and common form of hotel block! And typically what we recommend to our clients.
Attrition Rate Block
A hotel block with an attrition rate puts the clients on the hook for X% of the room fee, typically 70-80% of the costs of the rooms. For example, if you get 10x rooms at $200 each, for around $2000 (ignoring taxes and all that for simplicity sake). You would owe the hotel $1600, if the rooms didn’t get book. On the other hand, if they all get booked… then your guests pay for the rooms and there is no issue 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?” And we always side with, “whomever is staying in the room". It’s very normal for all guetss to pay for their own rooms, not the host or couple. But sometimes I’ve seen families cover particular VIP’s. This needs to be negotiated with the hotel sales team in advance, as to not cause confusion during checkout.
When to Book?
Second most important thing, when to book?
We always recommend booking your hotel blocks as early as possible, but most chains will not allow you to make a hotel block until you reach the one year mark. So set a reminder in your calendar to give us a call at the one year mark and we will hook you up!!
Room Counts?
Next you’ll want to determine how many rooms you need?
Consider how many of your guests will be traveling from out of town? Then you can typically cut that number in half because most people will be traveling with someone they can stay with. Or sometimes they will be traveling as a family and could stay up to 4-6x people in a room. So narrow it down to how many “families” or “groups” might need a room.
Most hotel chains will offer blocks in groups of 10, 15, or 20. Sometimes more, but not often! Once you’ve filled your block, you can increase the block based on availability at the time.
Suites vs Rooms
In simple terms, a hotel room is a single room with one or more king, queen, full, or twin beds, a work desk, a bathroom, and maybe a closet, TV, and a dresser. Depends on the hotel chain for specific amenities. A suite is a much larger accommodation. It 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 are able to get adjoining rooms and double up for larger family groups. Always ask your hotel if this is possible before assuming it’s available.
Suites
Suites are ideal for getting ready before weddings or large events!
Typically, a bride and her 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 groom and his crew can also have a place to get ready. But the groom’s crew usually takes less space to get ready! 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! This is often a separate space with a large living area with 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 the men’s getting ready suite or just a place to have drinks at the end of the night.
Sometimes, there will be a hotel room attached to this suite, but that’s highly dependent on the hotel brand. Often, there is an option to order food and beverages to these suites as well.
In House Dining Options
Most hotel chains will have options for Rehearsal Dinners, Welcome Drinks, Group Dinners, Brunches, and more on site. Inquire with your hotel coordiantor to see what’s available for your headcount. Often the space comes included with the food and beverage minimum fees, but again that’s very dependent on the hotel chain.
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 switch the card before check out and payment is due.
You can also see about securing an early check in time for a certain number of 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 chains 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!
Other Perks
Know the magic word to ask for perks… “concessions”. Ask the hotel if they offer “any special concessions based on the pickup.” A hotel should know what you mean by that request! "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 vary. What we often see are upgraded suites for both sets of the couples’ parents or the ability to book a suite at a standard room rate, but they can vary by brand and chain.
Get the Word Out
Once you have your hotel block and a booking link, make sure to advertise it on your event website so guests know they have somehwere to choose from! Remind guests as it gets closer to the release date as well. You can request a booking list from the hotel at any time to see how many people have taken advantage of the block and check in on folks you know should have booked with the hotel already.
Hope all of this was helpful! Please let us know if you have other questions about hotel blocks.
Special thank you to the vendor team from L&J’s big day:
Venue + Catering + Hotel Block: Loews Chicago Hotel // Photo: Louie Abellera Photography // Florist: Thistle and Plume // Cake + Sweets: Bittersweet Pastry Shop // Entertainment: Standing Room Only // Hair: Laura Kranz // Makeup: Torie Conn // Dress: Alice in Ivory // Suit: Suit Supply // Planning: BW Studio + Events