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Don’t sign a contract that financially requires you to fill all the rooms in the block unless you’re loaded. Just do something where guests can book a available rooms at a discount first come first serve and ask guests to book early
Following because I am in the same boat!
Usually, only assume some wedding party members and out of town guests will book a room. People who are local or within close driving proximity have a tendency not to use a room. If there is a percentage occupancy requirement (forced to pay the difference if unoccupied by X%) like I had, I would try to identify those individuals first and personally ask them if they would likely stay. I had a small room block at the actual hotel where the wedding was and then included a list of local surrounding hotels to check out.
I drastically underbooked my block and by the time my block filled up enough for me to add more rooms the rest of the hotel was completely booked (the reception was at the hotel) and I had to book a second block at a farther away hotel. If the majority of your guests are from out of town assume they’ll be staying at the hotel, but don’t expect them to book their rooms until like, after the RSVP date. One of our GROOMSMEN didn’t get his room in time (even though he was thoroughly harassed to do it)
Some factors to consider:
- what hotel brand is it (are any guests in jobs where they travel for work? If so, they will likely have loyalty to one brand)
- what other brands are offered in the area
- what price point is your block and how are other hotels priced in the area
- any guests who would prefer getting a large Airbnb together
- distance from reception
- ease of transportation between reception and hotel
- what’s in the contract for the room block? Are you financially obligated if rooms don’t fill up?
We had our reception at a hotel and all of our guests were from out of town (we recently moved out of state). Maybe 80% used our room block. The other 20% either booked a different hotel or waited too long to book.