The very first welcome your friends and family receive upon arrival to your wedding weekend is often from a hotel’s front desk clerk. Hotel accommodations immediately set the tone for your out of town guests’ wedding experience yet are often overlooked on your to-do list. When you have guests traveling in to join you on your big day, they must have someplace to stay, and the vibe of that place will set the tone for the celebrations to come.
With the prevalence of online travel booking sites and private home rentals, it can be tempting to refer your guests to one of the many discount travel sites and let them choose their deal. This has dangers, though. You relinquish control over their guest experience and you lose the convenience factor of having your loved ones concentrated in one site, which can aid in providing amenities and transportation.
This is why we recommend investing the necessary time to negotiate a room block that will not only keep your guests together, but keep them comfortable and happy from the moment they arrive for your special weekend.
So, What are the Priorities?
As hotels expand their lists of creative amenities, guests now expect more than just a bed and shower. Start by compiling a list of important factors beginning with how many rooms you might need. Don’t forget rooms where the wedding party will get ready and your own wedding night accommodations.
What kind of properties are your friends and family accustomed to: luxury or budget; full-service or boutique? Most guests want easy access to your wedding venue, but also to major transportation hubs and local attractions. In terms of conveniences, consider a restaurant on-site for impromptu guest get-togethers or a more formally-organized hospitality suite during the day. Jot down every possible priority so you can rank them in order of importance. This list will come in handy when you negotiate with your chosen hotels.
Room Block Contracts
Armed with this information, scrutinize any contract you receive. Compare online rates to the contract rates to be sure you’re getting the best deal. Ask about attrition: it is common for a hotel to hold you financially responsible for a percentage of the rooms after certain cutoff dates. There may also be extra fees for gift bag delivery, wifi, parking or breakfast. Are more rooms available to you at the rate if your initial “room block” fills up faster than expected? Can you reduce the number of blocked rooms, and can guests cancel reservations up to a cutoff date without penalty?
We realize there are a lot of details here and the process can quickly become overwhelming. We highly suggest you enlist the assistance of a wedding planner to help streamline this process. If you are not working with a planner, a company that specializes in guest accommodations like Where Will They Stay is a great option.
Extending the courtesy of making room block arrangements for your guests is just one way to thank them for celebrating with you on your big day. Make it the first of the many expressions of love that result from your new lives together.
What do you consider the most important quality when looking for your host hotel?
Amy Green is one of the founders of Where Will They Stay?, a free service which offers custom room block procurement for engaged couples. She has worked in the event planning industry for nearly 20 years, booking tens of thousands of rooms each year for conferences, conventions and special events. When staying at a hotel for leisure, she is most likely to be
* Featured image by Husar Photography