What Does It Mean to Do a Hotel Block?

If you’re planning a large event—be it a wedding, family reunion, or corporate gathering—the term “hotel block” will inevitably come up. Essentially, a hotel block is a pre-arranged reservation of a set number of rooms at a hotel for a specific period, typically at a discounted, group rate. It’s the single best way to manage accommodations for your out-of-town guests and ensure everyone has a seamless, cohesive and more memorable experience.

What is a Hotel Block?

A hotel room block is a service offered by hotels to event planners and hosts. You work with the hotel to “block off” a specific inventory of rooms, which are then held for your guests to book. By reserving these rooms together, you lock in a negotiated rate that is often lower than the standard public price. This takes the stress of last-minute bookings and price surges away from your attendees, guaranteeing both convenience and value, especially during peak travel times.

The Two Types of Hotel Blocks

Not all room blocks are created equal. The two main types determine your financial risk and commitment:

• Courtesy Block: This is the most common and lowest-risk option. The hotel holds a set number of rooms until a specific “cut-off date” (usually three to four weeks before the event). If the rooms are not booked by your guests, they are simply released back into the hotel’s general inventory. There is no financial commitment or penalty for unbooked rooms.

• Guaranteed (or Contracted) Block: With this option, you sign an agreement guaranteeing that a minimum number of rooms will be booked. If your guests do not fill this minimum, you, as the organizer, may be responsible for paying for the unused rooms (known as attrition fees). These blocks can sometimes come with deeper discounts or better perks but require careful planning.

Why Should I Book a Hotel Block?

A hotel block offers key advantages beyond just saving money. It keeps your guests in one convenient location, making coordinated logistics—such as shuttle transportation to a venue—significantly easier. It also fosters a collective, festive atmosphere as your guests mingle together. Furthermore, hotels often offer complimentary rooms, suite upgrades or other perks to the organizer (you!) as part of the block contract.

How Do I Book a Great Hotel Block?

Navigating contracts, especially the difference between Courtesy and Guaranteed blocks, can be confusing and very time-consuming. That’s where Where Will They Stay comes in. We are your expert intermediary, helping you secure the best group rates and contract terms, and the best part is: our service is 100% free! We eliminate the stress of negotiation, ensuring you get the perfect block without the hassle.