If a large portion of your guests are traveling in for your event or wedding, you likely will need to set up a hotel room block. But what is a hotel room block and how do they work?
Hotel Room Blocks Explained
Let’s break it down.
What Exactly is a Hotel Room Block?
A hotel room block is a set number of rooms the hotel sets aside exclusively for your group on specific dates.
How Do You Set Up a Hotel Room Block?
First, you contact a variety of hotels and let them know the approximate number of rooms you’ll need and the dates you want them for.
Then you’ll negotiate the rate and any special contract concessions (additional perks or benefits offered to you or your guests).
Once you sign the contract, the hotel will create a unique booking link or code for your group. You share this link or code with your guests, who use it to reserve their rooms within the block. This ensures everyone gets a room at the discounted negotiated rate.
Why Should You Consider a Room Block?
There are several perks to opting for a room block:
- Convenience: Guests can book with ease with the link provided, knowing they have a room reserved.
- Group Coordination: Keeps everyone linked together in the hotel’s reservation system, which is perfect for group events.
- Potential Discounts: Hotels often offer better rates for bulk bookings.
- Concessions: You might be able to negotiate extras like free delivery of welcome amenities or a waived resort fee.
Tips for Setting Up a Hotel Room Block:
- Start Early: Domestic hotels typically allow you to book up to a year in advance. Many international hotels book up even further in advance, so up to two years isn’t unheard of.
- Know Your Numbers: Have a good estimate of how many rooms you’ll need to avoid over or underbooking. This can look like advanced conversations with key family members or attendees to ensure you contract the most accurate number of rooms.
- Negotiate Wisely: Don’t be afraid to ask for perks or better rates, especially if you’re booking a large block. Hotels expect negotiations.
- Stay in Touch: Keep tabs on the reservation deadline and remind guests to book within the block. Make sure you clearly advise guests of the deadline so you don’t have to check in with your entire guest list a week before the deadline.
What If You Don’t Fill the Block?
Cut Off Date
Most hotels have a cutoff date by which guests need to book to secure the discounted rate. If you don’t fill all the rooms, you might be responsible for paying for them. It’s essential to communicate with the hotel about cancellation policies and understand any potential financial responsibilities.
Attrition
Attrition is something that is common with most hotel room blocks and must be understood thoroughly, as it’s a financial commitment for the signer of the group room block contract. A Travel Advisor that specializes in group travel will be able to help you understand the attrition commitment prior to you signing a contract for the hotel room block.
Whether you’re planning a wedding, social group trip or a big friend and family getaway, understanding hotel room blocks can make the whole travel booking process smoother. They’re designed to simplify group travel logistics and ensure everyone has a place to stay at the host hotel.
So, if you need help finding the best hotel for your group and negotiating the room block contract, contact us to get started.
What happens after the hotel room block is secured? Here is a list of all the services we offer for groups traveling together.
