Everything You Need to Know About Reserving Hotel Room Blocks for Your Wedding Weekend
One of the most thoughtful things you can do for your wedding guests is arrange a hotel room block for your wedding weekend. Whether you're hosting an intimate celebration or a large wedding with out-of-town guests, reserving a group of hotel rooms can make travel planning easier, more affordable, and far less stressful for everyone involved.
As a wedding planner, I've found that couples often focus on venues, flowers, and catering while overlooking guest accommodations until the last minute. The good news is that setting up a wedding hotel room block is easier than you might think.
Here's everything you need to know.
Why Should You Reserve a Hotel Room Block?
Convenience for Your Guests
Wedding guests appreciate having a recommended place to stay, especially if they're traveling from another city or state. A room block removes the guesswork and gives everyone a central location for the wedding weekend.
Potential Cost Savings
Many hotels offer discounted group rates that are lower than publicly available prices. Depending on the property and season, guests may save a substantial amount on their stay.
Easier Transportation Planning
When guests stay at the same hotel, transportation becomes much simpler. Whether you're arranging a wedding shuttle or coordinating rideshares, having everyone in one location streamlines logistics.
Creates a Wedding Weekend Experience
Today's weddings often extend beyond the ceremony and reception. Welcome parties, rehearsal dinners, farewell brunches, and after-parties are becoming increasingly popular. A designated host hotel helps create a more connected experience for everyone.
When Should You Reserve Your Room Block?
Ideally, couples should secure their hotel room blocks immediately after booking their wedding venue.
I recommend reserving accommodations:
9-12 months before the wedding for peak wedding season
6-9 months before the wedding for most weddings
As early as possible if your wedding coincides with major local events, festivals, sporting events, or holidays
The earlier you reserve, the more options you'll have. I’d also suggest offering 2 options - a mid-range hotel block and a more budget-friendly option.
How Many Rooms Should You Block?
A common question I hear is:
"How many rooms do we actually need?"
Start by creating a list of guests who are likely to need accommodations.
Consider:
Out-of-town family members
Wedding party members
Guests traveling more than 60 miles
Friends who may want to stay near the festivities
Most hotels allow couples to start with 10-20 rooms and adjust as bookings increase.
If you're unsure, it's often better to begin conservatively and request additional rooms later if needed.
Questions to Ask Before Signing a Contract
Not all hotel room block agreements are created equal.
Before committing, ask the following questions:
Is the Room Block Courtesy or Attrition-Based?
A courtesy block allows the hotel to hold rooms without requiring you to pay for unreserved rooms.
An attrition block may require you to meet a minimum booking commitment or pay penalties for unused rooms.
Whenever possible, choose a courtesy block.
What Is the Reservation Deadline?
Most hotels release unused rooms approximately 30 days before the wedding.
Make sure you know the exact cutoff date and communicate it clearly to your guests.
Can Guests Book Online?
Today's guests expect convenience. A custom booking link can make reservations much easier than calling the hotel directly.
How to Share Hotel Information with Guests
Once your room block is secured, include the information in several places:
Your wedding website
Save-the-date details (for destination weddings)
Invitation suite inserts
Wedding emails and newsletters
Be sure to include:
Hotel name
Address
Reservation link
Group code
Reservation deadline
Transportation details
The easier you make the process, the more likely guests are to book within the block.
Planning Your Wedding and Not Sure Where to Start?
At Dejanae Events, we help engaged couples navigate every aspect of wedding planning, from budgets and timelines to vendor selection and guest experience planning.
Whether you're planning a grand celebration or an intimate gathering, we're here to help you create a wedding day that reflects your vision and priorities.
Ready to take the stress out of wedding planning? Contact Dejanae Events today to learn more about our planning, coordination, and consulting services.
Until next time…WEDology.
Photo - Ed and Eileen Photography