The most frequently asked question from all of our couples, no matter their planning package is: “How do I book a hotel block and why is it so frustrating?”
Let’s take a step back and discuss some pros and cons of why couples should or should not make a hotel block:
Pros -
You take the guesswork out of accommodation planning for your guests
Guests receive a discounted room rate
You create the opportunity for a weekend of running into all your friends and family in one spot
There’s information available to you on how many of your guests are at each hotel
It is much easier to set up group transportation to/from events when there are designated hotels
Cons -
Guests may be limited to the type of room/accommodation they’re seeking
Not ideal for less than 20 guests
Depending on guest count and availability, may need to book more than one hotel
A block of rooms isn’t typically expanded when all the rooms are filled, causing a bit of frustration
Types of Blocks:
There are also two types of room blocks that hotels offer: courtesy and contract.
Courtesy Room Blocks (also known as complimentary) are rooms reserved for your party free of charge but only are held for a certain period of time. This deadline may be ahead of your intended RSVP date and if that’s the case, be sure to specify that on your wedding website and accommodation information cards. For the courtesy blocks, you typically call into or email the hotel, let them know what weekend you’d like to reserve rooms for and your party name. You shouldn’t have to place a deposit or be on the hook for any rooms not booked. But remember, if rooms are not booked by the deadline, they are released for sale by the hotel.
It’s common for hotels to offer a 15-room block to start, but this varies hotel by hotel and with availability. Once guests start booking within the block (by using the code or specific link provided by the hotel), you’ll be able to request reports that show who has reserved rooms. Once that initial room block has been filled, you can then ask the hotel if you can add more rooms to the block.
PRO TIP: Stay on this! Most hotels will not notify you or automatically expand the block if all the rooms within a block are filled.
Contracted Room Blocks are when you must sign a contract and place a deposit with a hotel guaranteeing that a certain number of rooms will be blocked. If guests, family, and friends do not book as many rooms as you have reserved, you may be on the hook for paying for the unbooked rooms. Start small here and add as needed.
Both contracted and courtesy room blocks should be able to offer a slight discount as opposed to ‘rack rates’ (which is what anyone online could reserve a room for). Also, both room block types will have deadlines for guests to book.
Communication:
To ensure your guests know about the accommodations and booking process, we suggest having a specific “Travel & Accommodations” tab on your wedding website. Clearly state the hotel chain and name, the address (so guests book the right hotel), the deadline to book, and the link or promo code for guests to use. Depending on your website host, you may also be able to send out reminders to guests about upcoming deadlines.
For formal events, we suggest including a specific Travel & Accommodations card within your invitations stating all the necessary details shared above. Replicate the same information on your website as well.

Timing:
Of course, the courtesy or contracted room block depends on availability, so how soon can you book this? Unfortunately, the answer isn’t so straightforward. It depends.
Getting married on a holiday weekend? Call ASAP. Your identified hotels will tell you whether they can or cannot reserve rooms for that weekend. It’ll be more likely to have a contracted block than a courtesy.
PRO TIP: Columbus Day Weekend is a surprisingly busy weekend for hotels. There are a lot of sports tournaments and weekend travelers. Plus, it’s during peak wedding season here in the Mid-Atlantic so consider that when booking your venue and locking in your date.
Most courtesy blocks will open 365 days (aka, one year) in advance. So call on that pre-anniversary date!
Questions:
What should you be asking hotel sales managers when looking into blocks? Here’s a handy list of questions you should be asking during this process:
Do you offer courtesy or contracted room blocks?
What room accommodations can you offer (2 queen, king, suites, etc.)
Do you offer shuttle service to/from my venue, or partner with specific transportation companies?
If I wanted to offer hotel welcome bags to guests as they arrive, can the hotel distribute them for us? Are there any fees associated with that?
What amenities are available for guests? (pools, complimentary breakfast, airport shuttle, etc.)
Please describe the parking information.
Are on-site hotel options available for getting ready suites, rehearsal dinner, after-party, or post-wedding brunch?
If a certain number of rooms are booked, do we have the option for any upgrades, late check-out, or honeymoon suites?
Navigating the world of hotel blocks can be frustrating and overwhelming. However, with the right strategy you can secure the perfect accommodations for your wedding guests while keeping the process stress-free.
At Miss Lyss Planning, we take care of the details so you can focus on your celebrations. Let’s chat about how we can take the stress off your plate. Reach out here to start planning your dream wedding!
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