One of the essential parts of a destination wedding is accommodation. You have to make sure that your guests have a comfortable place to stay during the celebration. Depending on the number of people you invite, you might need to book many rooms. Instead of opting to book random rooms when guests arrive, you can do a hotel block instead. If you come across the term, you might have many questions like a hotel block or how do hotel blocks work? This article hopes to cover all the basic details you need to understand about hotel blocks.
So, what is a hotel block or room block? Well, to put it simply, hotel block means holding a specific number of rooms in a hotel intended for your guests. The advantages of “blocking” include a cheaper rate per room and your guests in the same hotel area. You need to block ten rooms at minimal to avail of the service.
These rooms are then sent via a web link to your guests so that they can book the rooms individually. Your wedding planner can also help you coordinate with the guests regarding how do hotel blocks work.
Types of Room Blocks
Basically, how do hotel blocks work depend on these two types- Courtesy and Contracted Blocks.
Courtesy Block allows you to reserve a certain number of rooms as “courtesy.” Meaning, you won’t necessarily need to pay for all of them. Some hotels offer a special rate for courtesy blocks, while others do not. There is no pressure for all the rooms to be booked by your guests. In case no one takes the room, there’s no problem since you won’t need to pay for it.
However, some hotels may still require a contract to be signed for courtesy blocks. Indicated in the contract is the number of rooms and the dates of the block. Typically, hotels offer ten rooms or more, depending on the agreement.
Unlike the Courtesy Block, figuring out how do hotel blocks work for a Contracted Block requires you to pay a certain amount for the rooms, despite them being occupied or not. Included in the contract is the number of rooms and the date, and the rate agreed upon. Also included in the contract are the terms in case the rooms don’t get booked, usually found in the attrition clause.
The consequences of not occupying all blocked rooms, including how much you need to pay, are stated in the attrition clause. Popular hotels require a 90% payment for hotel block. Meaning, whether or not all rooms are occupied, you still need to pay for 90% of the total cost.
Some hotels offer a “drop date” for contracted blocks. You’ll be given a certain period to remove several rooms in your block without having to pay them. That is why planning destination weddings in advance is the key to having the best hotel values. You can talk to your wedding planner to negotiate your terms with the hotel.
Booking Hotel Blocks
When booking a hotel block, here are some things you need to remember so that you can end up with the best deal.
The hotel typically will ask you about the budget you are allotting for accommodation. So try not to give out the number just yet. Tell them you’re still checking and of your other hotel options. If you already have a few hotels visited, you can compare the rates to give a better proposition.
Make sure to prepare a contract. This legal document is binding and will guarantee that all terms are agreed to. Talk to your lawyer and make sure you have everything covered. Here are some of the important parts you should pay attention to:
Make sure the cutoff date is lined with your current schedule. Some invitations might take a while to get distributed, so make sure to give your guests enough time to prepare. Negotiate with your hotel on the maximum time they can give you.
For courtesy block, you actually won’t need to pay for a deposit. However, for a contracted block, verify if the amount indicated in the paperwork is what you have discussed. Also, check for the payment scheme and also refund policy.
As mentioned above, the attrition clause states how much you need to pay for the booking if the rooms don’t get occupied by the guests.
Unforeseen circumstances might push you to cancel the booking. Thus, make sure that you are comfortable with the cancellation policy. If you can, negotiate a no-penalty cancellation agreement. Also, force majeure should grant you cancellation without a fee when emergencies arise. Know more about hotel reservations.
Knowing how do hotel blocks work is an essential detail you need to be thorough about. Take time to talk to your future spouse and wedding planner regarding the terms you are comfortable with. Write in paper everything you have discussed with the hotel management to assure you of your request.
Having a convenient way for your guests to book a room at your wedding destination will surely be appreciated. It ensures that you always put your guests’ welfare first, giving them the utmost care and consideration.