Planning a wedding with out-of-town guests? A hotel room block can make travel easier for your loved ones while giving you peace of mind that everyone has a comfortable place to stay. Here’s everything you need to know about setting up a room block for your wedding.
What is a Hotel Room Block?
A hotel room block is a reserved set of rooms at a discounted rate for your wedding guests. Guests generally pay for their own rooms, even within a contracted block, unless the contract stipulates otherwise. Generally, if you need more than 10 rooms, you’ll want to set up a block. This ensures your guests have guaranteed availability and often secures a better rate than booking individually.
When Should You Set Up a Room Block?
You’ll want to consider a hotel room block if:
- More than 15-20 couples/guests will be booking a hotel for your event. This ensures everyone has guaranteed availability and often secures better rates.
- You’re providing transportation. A room block gives you a central location for your shuttle or transportation service to pick up and drop off guests.
- You want to offer your guests a discounted rate. Room blocks typically come with reduced pricing compared to standard bookings.
Types of Room Blocks
There are two main types of room blocks to consider:
Complimentary/Courtesy Blocks These blocks reserve rooms at a discounted rate with no financial obligation to you. If guests don’t book all the rooms, you’re not responsible for the difference. These are ideal for smaller weddings or when you’re unsure how many guests will need accommodations.
Contracted/Guaranteed Blocks With a contracted block, you commit to a specific number of rooms. If your guests don’t fill the block, you may be financially responsible for all unbooked rooms or an attrition percentage. However, contracted blocks can come with better perks like complimentary upgrades, welcome amenities, or discounted event space. Generally, contracted blocks are better for larger, peak-season events where guaranteed availability and lower rates are prioritized.
Please note that despite only one being called a contracted block both types of hotel blocks have a block booking agreement to sign with the hotel. Also, both types of room blocks typically have a cut-off date where unbooked rooms are released to the public. We usually see 30 days but can be as early as 60 days. We recommend sharing this cut-off date early on your wedding website.
Choosing the Right Location
Think strategically about where to place your room blocks:
- Close to the airport for guests flying in from out of town
- Near your venue for convenience on wedding day (and the morning after!)
- In a specific neighborhood that offers dining, activities, or attractions for guests who want to explore
- Multiple locations only if you know you need that many rooms to accommodate your guest count
Consider your guests’ needs and the overall flow of your wedding weekend when selecting hotels.
Securing Your Rooms
When setting up your block, you can specify:
- Specific room types: A certain number of king beds vs. queen beds
- Run of house: The hotel assigns room types based on availability (often the most flexible and cost-effective option)
- Suites: Perfect for family members or VIPs who need extra space. Suites might also be a good option for the wedding party getting ready on the big day—just consider you might need to check in a day early to have the space ready for you when hair and makeup needs to begin.
Be realistic about what your guests will need. Most couples find a mix of kings and queens works well, with a suite or two for close family or getting-ready space.
Night Coverage
Don’t forget to think about which nights your guests will need accommodations:
- Friday night (or the night before the wedding)
- Saturday night (the wedding night)
- Sunday night (for guests who want to enjoy a leisurely departure)
Some hotels require you to block consecutive nights, while others offer more flexibility. Discuss this with your travel planner or hotel contact when booking.
Bonus Consideration: Event Space
If you’re planning additional events like a rehearsal dinner, welcome party, or post-wedding brunch, ask if the hotel has event space available. Many hotels will offer discounted or complimentary event space when you book a room block, which can be a huge value-add.
Same goes for getting-ready space on wedding day—some hotels will provide a hospitality suite or discounted day-of room for the wedding party to use.
Ready to Book?
Setting up a hotel room block doesn’t have to be complicated. Reach out to jenna.rose@fora.travel if you’d like help coordinating your room blocks. At Arcadia Collective, we not only plan room blocks but also trips for our couples—honeymoons, anniversary trips, babymoons, family trips, and more.
Your guests will thank you for making their travel seamless—and you’ll have one less thing to worry about as your wedding day approaches!
