An Easy Guide to Coordinating a Hotel Room Block Contract for Your Wedding

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Your big day will be filled with loved ones, from your great aunt to your favorite cousins. While you may certainly have friends and family nearby, there is still a chance that not all of your wedding guests will live so close to your wedding venue. This is especially true if you are hosting a destination wedding.

If you have many wedding guests that are traveling to be present for your big day, it makes sense to have a hotel room block contract in place for your wedding.

Here at Contagious Events, we know how important it is for your wedding guests to be comfortable on your wedding day. That’s why we have put together an easy guide to coordinating a hotel room block contract for your own big day. If you are planning a wedding and want your guests to be comfortable, be sure to keep reading to learn more:

  • Courtesy hotel room block contract vs. paid hotel room block contract. When it comes to room blocks, there are two options.
    • A courtesy hotel room block contact proves to be the more flexible option. It doesn’t require you to pay any money up front, and it won’t charge you for rooms that go unused. They may start with ten or so rooms. They may be willing to add more rooms once the initial set becomes booked, if they have availability. A courtesy room block is an ideal option for most couples, especially for destination weddings. However, not all hotels will offer this option, so it’s best to ask for the hotel’s policy on adding rooms.
    • When it comes to paid hotel room block contracts (sometimes called “guaranteed blocks“), you have a target percentage: typically around 80-90% is standard. If bookings fall short of that target, you are financially responsible for the difference. A less ideal option for a wedding, we only recommend this option if the hotel is the only choice in town, and you know that your guests are going to book and fill the rooms, releasing you of any financial burden.
  • Pay attention to your hotel room block contract. These days, everything comes with a contract. These stacks of papers aren’t exactly fun to read through, but they are designed to protect you and your interests. When you coordinate your room blocks, you will also receive a contract, and there are a few things you will want to be on the lookout for. The three key details within your contract that you will want to pay attention to are an allowable shrinkage clause, mitigation clause or resell clause, as well as an attrition rate or minimum commitment.
    • The allowable shrinkage clause refers to the percentage of rooms that may go unbooked. So, pay attention to your target rate within your hotel room block contract to avoid additional fees.
    • The mitigation clause or resell clause states that hotels must try to book your unused rooms, so you are no longer liable for them.
    • Lastly, the attrition rate, or minimum commitment, refers to the minimum number of rooms that must be booked to avoid a penalty fee. These are key details within your contract that will help you be prepared and maybe even save you some money.
  • Communicating your hotel room block contract information to your guests. All of your wedding guests should be kept in the loop and well informed when it comes to room blocks. If they need to rent a room, this is a lovely way to keep them included and possibly save them money. It’s important to provide the hotel information, contact information, and even directions to assist them in getting to the venue. Your guests will greatly appreciate this information and may feel more involved.

Room blocks can seem intimidating or confusing. However, with these tips, you can coordinate room blocks for your wedding with ease. Here at Contagious Events, we would be honored to assist you in planning your big day. If you are seeking a Boston, Massachusetts wedding planner, please feel free to contact us today.

 

Photo Credit: Paul Specht Photography

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