How Do Wedding Room Blocks Work?
When couples think about planning their destination wedding, they’re excited to choose their ceremony location, flowers, cake, etc (so fun!). But, one thing our couples find difficult is understanding the fine print in their wedding contract from their resort (not so fun…).
One of the top questions we get from couples is “How do room blocks work?”. Wedding contracts have a lot of legal jargon and we’re here to provide an easy to understand summary of how room blocks work.
Why do hotels have room blocks?
If you’re planning a destination wedding or a large group trip, room blocks are a must!!! Having a room block is the only way to ensure that you and your guests will have a room available at your resort. When you have a room block, your resort will put a hold on the number of rooms listed in your contract so that no one else can book those rooms. For example, if you put 30 rooms on your room block, your group is guaranteed those rooms at an agreed upon rate until a certain date. This guarantees that your guests will have accommodations and will all pay the same rate. After your room block reservation date has passed, the resort can sell those rooms to anyone. Also, many resorts offer discounts or special incentives to guests that book within the room block.
How far in advance should I block rooms at a resort?
We recommend creating a room block as early as possible to get the rooms and pricing you want. The longer you wait, the higher the chance that the rooms you want won’t be available. There’s a better chance of getting the rooms you want at a lower rate for your guests if your wedding date is flexible. However, if you’re planning your wedding during a high season, we recommend blocking rooms a year in advance.
How many rooms should I block at our resort?
There is no easy answer to determine how many rooms you should block. We work with our couples to discuss their guest list and help them get a gauge of who will be attending. It is important to consider the budgets for your guests, travel time, etc. We try our best to help couples choose a resort that works best for their guests so that they are able to attend. It is important to note that you can cancel rooms in a room block and request to add more on.
What does a traditional contracted room block look like?
A traditional contracted room block is a great option for groups with similar itineraries and gives them flexible payments and cancellation policies.
Room block requirements:
- All guests must be traveling to the same resort and staying during the same period of time (exact dates for each guest can vary within a few days)
- 10+ rooms / 20+ guests
- Specific rooms types and pricing are listed
- Deposit date and payment dates are listed
- States the consequences of not booking all of the rooms in the room block, which is referred to as the attrition clause. High traffic resorts might have a 90% guarantee, meaning that you are responsible for paying for 90% of the rooms in the block if they aren’t booked by a certain date. We work with couples to make sure they release any unused room inventory by their due date to make sure they don’t have to pay this attrition penalty.
Why should I use a Travel Agent to book a room block for my wedding?
Contracts for room blocks and weddings can be confusing. We frequently review group contracts and understand the expectations of couples and resorts. We’re here to guide couples through the process and make sure they are getting the best room rates and incentives.
Cheers to all things love and travel!
Andrea Norfolk
