If you are planning a Minneapolis wedding and know you will have at least some out-of-town guests, you may want to book a block of rooms at a nearby hotel to make it easier and more affordable for your guests to attend. So, how do you go about that?

Let’s take a look at how to block hotel rooms for a wedding and take the logistical mystery out of this guest courtesy by covering:

• How room blocks work
• When room blocks make sense
• How to avoid expensive mistakes
• Why downtown convenience matters (especially if you have a downtown wedding venue)

Quick Guide: Booking Hotel Room Blocks for a Wedding

What is it?

A group of rooms set aside for your wedding guests at a negotiated rate that is lower than the normal room rate.

Is It Helpful?

Offering this option can be especially helpful for guests who travel from out of town to attend your wedding.

Safest Option

There can be costs for you associated with hotel blocks. The safest first option is often a courtesy block, depending on availability and hotel policies.

Must Knows

Before deciding, make sure you understand:

• How to figure out how many rooms you may need
• What your wedding room block cutoff date is
• All contract terms before agreeing to anything

The What, Why and When of a Wedding Hotel Room Block

What Is a Hotel Room Block?

A wedding hotel room block is a courtesy you provide for your out of town guests that can ensure they have convenient accommodations while in town to attend your wedding. It is a set of rooms that are reserved or blocked off at a certain hotel for your guests to book at a discounted room rate. The discount often ranges from about 10 to 20 percent off the regular rate.

How Do Wedding Hotel Blocks Work?

To offer this courtesy to your guests, you need to negotiate with the hotel in advance. You then communicate with your guests that you have reserved a block of rooms at a particular hotel. You essentially make a deal with the hotel that you have a group of people that will book at their hotel and in exchange they set aside a block of rooms for the discounted rate specifically for your guests.

Why Do Couples Use Them?

There are several reasons why wedding hotel blocks are a good idea, including:

Securing a discounted room rate for your guests

Ensuring your guests have accommodations, especially during peak travel times

Making transportation to and from your wedding venue easier

Overall, hotel blocks can make attending your wedding smoother and less expensive for out of town guests, and even convenient for in-town guests who want to be closer to the venue and not worry about getting home late at night.

When Is It Helpful?

Booking a wedding room block can be especially helpful if:

• You have a large out-of-town guest list
• You are planning a destination wedding where everyone is an out-of-town guest
• Your wedding is planned during high travel season when hotels are more likely to fill up
• Your wedding date falls at a time when there are large events happening in the area, such as festivals, concerts, or popular sports games

Hotel Block vs. No Hotel Block

If you are on the fence about whether or not to book a hotel block for your wedding, there are a few things to consider as to when it may be optional. If you do not anticipate having a lot of out-of-town guests, it may not be an issue if you do not offer a hotel block. Also, if your wedding is small, happening during a slower travel season, or if you are in an area with plenty of accommodations. It also may not be necessary if you are planning a weekday wedding, when hotels are less likely to fill up.

Downtown Minneapolis Weddings

If you are planning a downtown Minneapolis wedding and expect a travel-heavy guest list, planning hotel room blocks can be very useful for both you and your guests. It makes the wedding more convenient to attend by simplifying transportation and parking in a high traffic area. It also helps offset the higher hotel costs in the more expensive downtown area. It also centralizes your guests in one area, which can be helpful for attending additional social gatherings planned around your wedding day, such as rehearsal dinners and after parties.

Hotel Room Block Wedding Planning: Your Step by Step Guide

Estimate Out-of-Town Guests

Figuring out how many hotel rooms to block for a wedding starts with estimating how many out-of-town guests you expect to attend your wedding. You can estimate that about 80 percent of invited guests will attend, but when it comes to hotel blocks, there is more to figure out than just this number.

Groups Not Individuals

When asking, “how many hotel rooms do I need for my wedding,” remember that there is not a one-to-one correlation between how many guests are on your list and how many hotel rooms you may need. Most guests come to the wedding as a couple or a household and will most likely share a hotel room. Also, single friends may also choose to share a hotel room to share expenses.

Research 2 to 3 Hotel Options

Every hotel or hotel chain will have different block options and rules, so research a few options near your venue to get a good idea of what is available for amenities, service, and cost. In your research, make sure to ask about rates, discounts, upgrades, cutoff dates, and contract options.

Communication Is Key

Sharing the information about the hotel room block with your guests is extremely important for them to take advantage of the accommodation offer. Make sure your communication is clear, concise, and easy to act on.

A Courtesy Block vs. Contracted Block: What’s the Difference?

There are essentially two ways to go about securing a hotel room block for your wedding:

• A courtesy block
• A contracted block

Let’s look at each of these to understand the difference.

What is a Courtesy Block Wedding?

A courtesy room block is a set number of rooms that a hotel will block off for a group without a contract or financial obligation. The block usually ranges between 10 to 30 rooms. This is the safest and easiest way to offer a room block for your guests with no financial risk.

There is usually a cutoff date to book these rooms at a discounted rate, usually 30 to 60 days before your wedding. The hotel will then open those rooms up to be booked by others and if your guests have not booked by the cutoff date, they will not be given the discounted rate. This makes clearly communicating the cutoff date to your guests necessary for them to take advantage of it.

What is a Contracted Hotel Block Wedding?

A contracted block of rooms involves a formal agreement that will guarantee a set number of hotel rooms for your guests at a discounted rate. This is a riskier option as it comes with a financial obligation to cover the room cost of the blocked off rooms whether they are booked by your guests or not. However, it does guarantee that rooms will be available to your guests without a cutoff date and will often come with a lower room rate than the discount on a courtesy block.

Contract room blocks come with a hotel block attrition clause that carries the responsibility for you to fill a certain percentage of the blocked rooms, which is typically quite high, averaging about 70 to 90 percent. If that percentage is not met, then you are responsible for paying for the empty rooms that are not booked within the block.

Taking on the financial risk of a wedding room block contract may not be something you want to take on, even if it does offer your guests a lower room rate. Most couples prefer the lower-risk option of a courtesy room block when available.

Clear communication with your guests is also key for a contracted room block because you want your guests to take advantage of the rooms you have guaranteed so you can meet the contracted percentage. Figuring out the right number of rooms for a contract room block is also crucial, so you are not stuck paying for empty rooms.

Whether you have a courtesy room block or a contract, make sure you confirm the details of your wedding hotel room block in writing and communicate the parameters clearly with your guests through multiple channels.

How Many Hotel Rooms Should You Block for a Wedding?

Figuring out your wedding guest accommodations doesn’t have to be precise, just realistic. Start with your out-of-town guest count and then figure in an estimate of couples, families, and shared rooms to arrive at a reasonable estimate. It is better to be cautious than overly optimistic when estimating the number of rooms in your block. You can often add more rooms if they fill up early.

Over-blocking can cause unnecessary pressure for you to fill them and if contracted, can cause financial stress as well. If you under-block however, you can create confusion for your guests if the area around your venue tends to fill up quickly.

When to Book Hotel Room Blocks for a Wedding

When it comes to reserving hotel room blocks for your wedding, timing matters. This is especially true during peak dates and busy downtown weekends.

Hotels are more willing to offer a courtesy room block before rooms fill up closer to the date. A full or nearly full hotel has no incentive to offer a courtesy block. A popular citywide or downtown event can affect the availability of hotel rooms in your area and make courtesy blocks more difficult to obtain. This is also true during peak wedding season.

Also, communicating the availability of a hotel room block with your guests is essential. Waiting until your invitation goes out is usually too late to take full advantage of the offer as it gives your guests a small window to book within. Communicating on your save the date card, your wedding website, and your invitation is a better way to go.

What to Ask a Hotel for Wedding Block Planning

Before you agree to your hotel wedding block, make sure you understand the rules and obligations by asking your hotel about:

• The cutoff date
• Minimum pickup requirements
• Any attrition clauses
• Cancellation terms
• Parking costs or restrictions
• Early check-in or late checkout rules
• Any welcome bag policies
• Shuttle options available
• Accessible rooms
• The contact person for your guests

Is Blocking at More Than One Hotel a Good Idea?

Planning a hotel block for wedding guests may include blocking rooms at more than one hotel. The main reason for doing this is usually to accommodate your guests’ preferences and budget range.

Do not assume to know your guests’ budget constraints or lack thereof, nor what your guests may prefer in a hotel with amenities and quality of accommodation. By having a two hotel strategy you can offer both: a more luxurious option and a more moderately priced option, so your guests feel like they have a choice that will fit their preferences and needs.

Why Multiple Price Points Can Help

When it comes to a wedding hotel block, budget for your guests matters. Although group hotel rates for a wedding can be lower than booking a single accommodation directly with the hotel, you may have guests who feel that even the lower price may be outside of their budget. This may make them look for a better price point on their own. Offering a range of price points for guests is a courtesy they will appreciate and also keep your block count closer to your estimate.

Downtown Minneapolis Logistics: What You Should Know

If you have a downtown Minneapolis venue, like the Lumber Exchange, having your guests near your venue location can make for a smoother, less confusing, and more seamless experience for everyone. Instead of worrying about downtown traffic, parking, and transportation, your guests can concentrate on the main event–celebrating your nuptials! And, after the reception and even the after party, your guests can easily make it back to their hotel rooms safely and without worries. Overall, downtown Minneapolis wedding hotels can give your guests comfort and peace of mind when you have a hotel block near a wedding venue. It also makes wedding weekend hotel planning much easier for everyone.

Sharing Hotel Block Details without Confusion

Effectively communicating your out of town wedding guest hotel block plan with your guests is a big part of a successful wedding hotel block strategy. Make sure you communicate in your save-the-date card that clearly states the timing and cut-off date to take advantage of the room discount. This timing should also be clearly stated as an insert in your invitation. Your wedding website hotel block wording should also make the cutoff date very prominent, along with links to the hotel booking, which makes booking the room easy for your guests.

Make sure your guests know the name of the hotel, the booking details, the cutoff date, and the price they will be expected to pay. Details about the convenience to the wedding venue can also be of use. Try not to be pushy about the booking, but keep your wording informative and action oriented. Highlighting the convenience to the celebration and the pertinent details is helpful.

Hotel Room Blocking: Common Mistakes

If you plan to reserve hotel rooms for wedding guests, there are a few common mistakes couples make that can leave you appearing to be less hospitable than you may intend. Try to avoid them with these wedding hotel block tips.

Don’t Block Too Many Rooms

Having too many rooms blocked with a contract can be an issue when booking hotel rooms for wedding guests because you can get stuck with the financial obligation.

Ignoring Attrition Terms

Understanding the percentage of rooms that need to be booked in a contract and then making sure you can reach that percentage can help you avoid extra costs.

Booking Too Late

Guests who do not understand the cutoff date to book for the discounted rate can be stuck paying a more expensive room rate if they try to book too late.

Forgetting Accessibility Needs

If you have never needed an accessible hotel room then you may not be thinking about it, but if you have a guest with accessibility needs, they will be thinking about it. Don’t leave asking about this off your wedding room block checklist.

Offering Only One Price Point

Wedding room block etiquette does include taking your guests’ financial considerations for attending your out-of-town wedding into consideration. You don’t want to lock your guests into one price point. Not only does it dictate a price that your guests may not be able to cover, which may make them find their own accommodations and leave you with a block of rooms. It can also make them reconsider attending or leave them feeling less welcome.

Assuming Guests Understand the Deadline without Reminders

Make sending reminders to your guests about hotel room booking deadlines a part of your planning. People live busy lives and although your wedding is top of mind for you, it most likely isn’t for your guests until the date gets closer, which could mean they miss the deadline without meaning to.

How to Block Hotel Rooms for a Wedding: The Final Take

The best hotel room block option for a wedding is the one that makes the weekend easier for guests. It helps your guests simplify their travel, making it easier for them to attend your wedding. Stick with clear, flexible, and realistic setups that are easy to communicate and understand. With a downtown venue and hotel block combo, you are not offering convenience to both your guests and yourself. Logistics like booking hotel rooms may not be the most glamorous part of a wedding, but your guests will notice that your hospitality extends to their overall comfort.

FAQs About Room Blocks

How do hotel room blocks work for weddings?

Hotel room blocks are a number of rooms that are set aside in advance, so that your wedding guests can book during a certain timeframe at a discounted rate.

Do I need a hotel room block for my wedding?

No, but if you are expecting a lot of out of town guests, it is a courtesy you can offer.

What is a courtesy block for a wedding?

A set number of rooms are blocked off for your guests to reserve at a discounted rate before a certain cutoff date, with no financial obligation to you.

What is the difference between a courtesy block and a contracted block?

A set number of rooms that are blocked off for your guests to reserve at a discounted rate but it comes with a contract that you will cover the cost of empty rooms within the block if they are not filled at an agreed upon percentage.

How many hotel rooms should I block for a wedding?

Typically between 10 to 20 rooms, but also depends on the size of your wedding.

When should I reserve hotel room blocks for a wedding?

Typically about nine months to a year in advance of your wedding

What happens if guests do not book all the rooms in the block?

If it is a contract block, you will be responsible for the cost of unfilled rooms. If it is a courtesy block, there is no financial obligation.

Are hotel room blocks cheaper for wedding guests?

Yes. Courtesy blocks are 10-20 percent cheaper and contract blocks are usually less than that.

Should I offer more than one hotel option for guests?

Yes, it is advisable to give your guests a more upscale option and a more moderate option.

How do I share hotel room block information on my wedding website?

Use several channels of communication to share the hotel block information with your guests, including your save-the-date card, your invitation, and your wedding website.