FAQ

A hotel room block is a designated number of rooms set aside at a specific hotel, often at a discount rate. Those rooms are held for guests who are part of a specific group event or wedding party. Many hotels offer this service upon request, but it’s often a time-intensive endeavor to navigate if you don’t have experience booking a hotel block. 

When an occasion calls for friends and family to gather together at the same hotel, our team can find hotel properties that offer your guests a wonderful experience at an excellent price – all with minimal demands on your time.

To receive our free service, please note that courtesy room blocks must include at least 20 rooms per night per hotel. Guaranteed/contracted blocks require at least 10 rooms per night per hotel.

Hotels have different policies on the number of rooms they’ll reserve for a block and what they require from you as the host. Your customized proposal from us will outline your best hotel block options, but here is a short summary of the difference between hotel courtesy blocks and guaranteed/contract blocks:

• Courtesy Room Block Definition: A courtesy room block is defined as a block of rooms held for your group with a cut-off date (usually 30 days prior to check-in). On that cut-off date, the hotel releases any unbooked rooms in your hotel courtesy block back into their inventory without financial obligation for you.

  The Pros: You won’t have to pay for any unbooked rooms yourself. A courtesy block hotel offers no financial obligation, which saves you money if you don’t have as many bookings as you expected. Courtesy room blocks are particularly popular for weddings.
  Cons: Rooms are held, but not guaranteed. The hotel can sell out, decrease your block size and/or offer the rooms to another group.

• Guaranteed or Contract Block Definition: This type of block is used for a guaranteed number of rooms. Your group will be required to pick up a percentage of rooms, also known as a hotel attrition rate (typically 70% to 90%). For example: If you contracted for 20 rooms x 2 nights, and the attrition rate is 80%, then your group would be responsible for filling a total of 32 room nights by the cut-off date (usually 30 days prior to check-in). If those 32 rooms aren’t filled, you can be charged for those unbooked room nights in your block.

  The Pros: Rooms are guaranteed for your group and can’t be given away to others outside of your group. Hotels offer more upgrades and special promotions for guaranteed room blocks. These blocks are great for high-demand destinations and dates.
  
  Cons: You are obligated to fill a percentage of the rooms. 

The type of blocks available depend on your dates of stay, preferred hotels and event location. No matter what, your room block expert will explain your final hotel agreement, and answer any questions along the way.

It’s free! If you would like us to provide you up to five hotels, our service is completely complimentary. If you would like more hotel options, please explore our Premium Service below. 

Like a travel agent, our industry certification allows us to serve as an outside sales team and helps us get great pricing on a hotel room block for your guests.

Our services include researching available hotel options, negotiating great rates and managing the proposal/agreement process. That said, we offer two service plans:

Signature Service: FREE

This service level covers 95% of our clients. At this level, we identify rates at up to five hotels – these options can include specifically requested properties or ones we identify based on your parameters. The more information you give us to start, the more we can customize your proposal. 

Premium Service: $249

Want more options? The premium service includes a report of up to 15 hotels. It’s also ideal for clients who want more than two final hotel blocks for their guests. Let’s discuss your needs and see if the service upgrade is right for you.

Are All Your Hotel Rates Discounted?

The rates we present are the same or lower than what you could access on your own. The hotels’ rates are based on a number of factors beyond our relationship with the property and the number of rooms you need. Rates and potential discounts also vary based on availability, location, seasonality and more. 

That said, we always do our best to negotiate the best possible rates for you and your guests. 

When you should block hotel rooms for a wedding or any other occasion is pretty standard. The norm is 9-12 months in advance of your event date. The shortest turnaround time is three months. However, this likely results in fewer hotel options given the narrow window of time before the event, especially if the event takes place around the holidays or in the summer months. 

We cannot quote pricing more than 12 months before the event, as hotels typically don’t release rates that far in advance. 

We also recommend starting the process at least two months before you’d like to distribute the hotel block information to your guests.

• • Cost Savings: Guests typically enjoy a lower rate than the standard public price, making their travel for your big day more affordable.
  • Convenience & Logistics: Keeping everyone in one place makes coordinating transportation, such as shuttles to and from the venue, much simpler.
  • Enhanced Experience: When your guests stay at the same property, the celebration continues beyond the reception. It allows for spontaneous meetups at the hotel bar, pool, or breakfast nook. Ultimately, it means more quality time.
  • Peace of Mind: You won’t have to worry about the hotel selling out during peak season or local events, ensuring your loved ones have a guaranteed place to stay.

If you’re diving into wedding planning, you’ve likely realized that logistics are just as important as the décor. One of the biggest questions couples and planners face is: How far in advance should I book a hotel room block for my wedding? The short answer is: as soon as you have your venue and date secured.

For a seamless guest experience, here’s everything you need to know about timing the booking of your hotel block. Even better, Where Will They Stay can take this daunting task off your hands completely, and for free!

The Ideal Timeline: 9 to 12 Months Out

For most weddings, the sweet spot for booking a room block is 9-12 months before the big day. This is especially critical if you’re having a large wedding, are getting married during peak wedding season (May through October) or in a popular tourist destination where hotels fill up quickly. 

Why You Should Book Your Room Block Early

• Locked-In Rates: Booking early protects your guests from seasonal price hikes and fluctuating market rates. 
• Availability: Hotels only allocate a certain percentage of their total room inventory to blocks. Earlier booking means more choices and more availability. 
• Save the Dates: Having your room block info ready allows you to include it on your save-the-date cards and wedding website, giving out-of-town guests plenty of time to plan.

Can I Book a Wedding Room Block 3 Months Before the Wedding?

While you can technically book a block 3 to 4 months out, you run a high risk of limited availability and/or higher rates. If you’re in a pinch, a free service provider like Where Will They Stay can help navigate the remaining inventory to find the best possible deal.

When Should Guests Book Their Rooms in a Wedding Block?

Most room blocks have a “cut-off date,” which is usually 30 days before the wedding. We recommend encouraging guests to book at least 2 to 3 months in advance to ensure they get the negotiated rate before the block is released back to the general public.

Ready to free up your time and lower stress levels? Let us handle the research and negotiations for you for free!

Estimating how many rooms to block for a wedding depends on your guest list and your venue. While the number of room blocks needed is variable to the number of guests who attend your event, there are some important questions to ask early on. These questions will help you estimate the right number of rooms for your wedding or special occasion.

Some good questions to ask yourself include: 

• How many out-of-town guests are on your list
• Will some guests be sharing rooms (think: college friends bunking together)?
• Is your venue somewhere remote or in a destination spot where most guests will likely want to stay overnight?
• Will you or your families be staying at the hotel?

When estimating how many rooms to block for weddings, the general rule is it’s better to start with a conservative estimate—think about 50–70% of your out-of-town guests—and encourage your guests to book early.

The good news? Many hotels will allow you to add more rooms later, if they have the space available. 

Still unsure? That’s where we come in.

At Where Will They Stay, we make the wedding room block process simple, stress-free, and (best of all) completely free—saving you up to 10 hours of back-and-forth emails, phone calls and guesswork.

Let us handle the details so you can focus on the fun stuff. 

Your customized hotel room block proposal includes up to five options with details on rates, the property and on-site amenities, room upgrades, parking and the contract terms. We will include these details for any of your requested hotels, if available, and other choices that match your specific needs.

Whether you know which hotel you want to use or you want our expert recommendations, Where Will They Stay can help. Just fill out our Room Block Request-ionnaire and note the properties that you’re most interested in, and we take it from there!

Please note that hotels keep records of all inquiries for discounted room block rates, and redundant requests could hurt our chances of getting the best rate for you. For that reason, please let us know if there are any hotels you have already been in touch with prior to contacting us.

The short answer? All of them!

We can assist with room blocks at hotels of any scale, from boutique properties to major resorts. We frequently work with brands including Marriott, Hyatt, Fairmont, Westin, Sheraton, Kimpton, Hilton, Ritz-Carlton, Four Seasons, Curio, Autograph Collection and so many more. 

With more than 15 years of room block experience, we find that our clients who choose one hotel are the happiest. Having everyone in the same place extends the celebration beyond just one event or one night and adds more time to spend together around the hotel pool, bar or lobby.

However, we know that guests can often have different budgets. For that reason, it can make sense to choose two hotel options at different price points. 

In rarer cases, hotel availability might require the need for more than one hotel to accommodate your entire party. Unless you’re having an event with a very large guest count and/or lots of out-of-town guests, we’ve found that more than two options are rarely needed. 

To receive our free service, please note that courtesy room blocks must include at least 20 rooms per night per hotel. Guaranteed/contracted blocks require at least 10 rooms per night per hotel. 

That’s perfect! Please note your event or wedding planner’s name when you send us your event details and hotel preferences, and we’ll make sure to thank them for the referral!

Wonderful! Please register with us as an event professional. 

Statistics show that the majority of people spend more than 500 hours planning a wedding. Why not save time and money where you can by using our free service? We save you the hours and hassle of calling, recalling and sometimes downright stalking hotels for the info you need. In addition, we also help walk you through any necessary hotel contracts or paperwork so you know exactly what to expect and how to navigate it all.

Definitely! After our team of room block experts have narrowed down possible hotel options through our customized outreach methods, we present you with a complete report to help you decide which property is right for you. We do all the work, while you retain all the decision-making powers.

If a block needs to be canceled entirely, please contact us. Individual guest cancellations will follow the cancelation terms provided by the hotel.

COVID-19 UPDATE: Please note that we are working with our hotel partners to make sure any guaranteed block contains a clause voiding the contract in cases where guests cannot travel due to the pandemic. This way our clients aren’t liable for national and/or global circumstances out of their control.

“Hotel room attrition,” also called “hotel room block attrition,” refers to the difference between the number of hotel rooms you initially reserved in your block and the number of rooms that are actually occupied by your guests. Essentially, it’s the shortfall between your contracted room block and your actual room reservations.

How does attrition affect my room block reservation?

When you secure a hotel room block, you’re entering into a contract with the hotel. This contract can include an attrition clause outlining a percentage of rooms you’re obligated to fill. If your guests don’t book enough rooms to meet this threshold, you’ll be in violation of the contract. 

Why do hotels do this? Because it impacts the hotel’s revenue projections and room availability to other guests, as they’re holding those rooms for your event.

Does hotel attrition cost me more money?

Attrition clauses often are added because a hotel is in high-demand, either because of the location and/or dates desired. There can be a cost involved because if you sign an agreement with an attribution clause and you don’t meet the agreed-upon occupancy. The hotel will likely charge you a penalty fee for the unfilled rooms. Where Will They Stay can help you mitigate this risk by giving guidance based your guest count and helping negotiate the most favorable attrition clause with the hotel during the contracting process. We also see the most success when our clients are communicating regularly with their attendees and encouraging their guests to book at the chosen hotel.

Where Will They Stay is an expert at navigating and negotiating hotel room attrition terms. When you use our free service, we manage your entire room block contracting process for you to ensure you’re getting the best deal and terms. 

If you’re planning a wedding and expecting out-of-town guests, you’ve probably heard of “wedding room blocks.” But do wedding room blocks save guests money? The short answer is yes! When done right, they absolutely can. 

Here’s everything you need to know.

What is a Wedding Room Block?

A wedding room block is a group of hotel rooms reserved in advance for your wedding guests. Hotels typically set aside a specific number of rooms at a negotiated rate, which your guests can book under your name or a custom booking link.

Types of Wedding Room Blocks:

There are two main types:

• Courtesy Block: These blocks have no financial commitment from you. Rooms are held until a cut-off date, then released, if they were not booked by your guests.
• Guaranteed (or Contracted) Block: In this case, you would sign an agreement with the hotel that you will fill a minimum number of rooms. If you do not fill the rooms, you may have to pay for those unused rooms (aka attrition fees).

Do Wedding Room Blocks Save Guests Money?

Yes, wedding room blocks can save you and your guests money. This is typically done through a discounted hotel room rate. Hotels often offer a lower price for blocks than their standard daily rate. This can be specially helpful during peak travel seasons. Guests avoid price spikes and booking stress, knowing they’re getting a locked-in rate. 

But it’s worth mentioning not every hotel offers a discounted rate, so it’s best to have a service like Where Will They Stay, who can research your options and negotiate rates on your behalf (for free!).  

More Benefits of Wedding Room Blocks  

• Convenience: Room blocks keep guests in one place, close to your venue.
• Perks: Some hotels offer extras like a free suite or welcome bags.
• Planning Made Easier: A centralized hotel block makes it easier to coordinate logistics, such as transportation.

Booking a room block early—ideally 6 to 9 months in advance—helps ensure availability and better rates. Use a room block service (like ours!) to navigate contracts and negotiations with ease.

Still wondering do wedding room blocks save guests money? They do—and they also create a better experience for everyone attending your big day.

Booking a room block for a wedding means you’re reserving a pre-determined number of hotel rooms for your wedding guests. It’s a very efficient, economical and helpful way of making sure all your favorite people can stay at the same hotel(s) for your celebration. 

Here’s everything you need to know about how you block rooms for a wedding:

What Exactly is a Wedding Room Block?

Think of a wedding room block as a VIP reservation for your guests at a hotel. You’re asking a hotel(s) to set aside a number of rooms (usually 10 or more) at a special rate and with a dedicated, easy-to-use reservation link. This keeps your friends and family in the same place and guarantees they have a room, even if the location of the wedding gets busy, such as during holiday weekends. 

How Do I Start the Process?

Booking a block of rooms for a wedding is not as easy as calling the front desk. It’s definitely more complicated and time-consuming than that. You’ll need to:

• Do a quick head count: How many households are traveling from out of town?

• Pick your “vibe”: Do you want a trendy boutique hotel or a reliable spot with free breakfast, for example?

• Contact the Sales Office: The hotel’s sales department handles these bookings and supplies information on pricing, availability and contractual terms for the booking. 

• Review the fine print: Each hotel provides a contract for the room block. These contracts outline the hotel rate, “cutoff dates” (the day the rooms go back to the general public), additional fees and other terms. This complicated step is one of the many areas in which Where Will They Stay truly shines! We handle the negotiation of the rate and terms (hello, discounted rates!) and ensure the lengthy contract is agreeable before it’s signed. 

What’s the Difference Between a Courtesy Block and a Contracted (Guaranteed) Block?

With a Courtesy Block, rooms are held for your guests to book for a limited time (usually 3 – 6 weeks before your event date). Any rooms that aren’t booked by the cutoff date are simply released back to the hotel, and you’re not financially responsible for them. This option is virtually risk-free.

With a Contracted (Guaranteed) Block, rooms are held for your guests to book for a limited time (usually 2 – 4 weeks before your event date), and you agree to be financially responsible for a certain portion of the rooms if they aren’t reserved by your guests by the booking cut-off date. In return, you will typically receive lower pricing and additional perks. This option has some risk, but greater reward.

Some hotels only offer courtesy blocks, while others only offer guaranteed, however our hotel partners frequently offer both. Not sure which is right for your event? We’re happy to talk through the options with you!

When Should I Actually Book the Block?

The sweet spot is 9 to 12 months out. If you’re getting married during a holiday weekend, a graduation or a big local festival, you’ll want to move even faster. You want that booking link ready to go the moment you send out your save the dates.

Does It Cost Me Anything to Block Rooms?

If you go with a courtesy block, it’s usually 100% free for the wedding couple or host. The hotel just wants the guaranteed business! If you sign a contracted block, you won’t pay anything upfront, but you could see a bill later if your guest count falls short of the agreement.

Let Us Handle the Heavy Lifting for You!

Blocking rooms for a wedding is a big test – expect to spend 10+ hours researching, negotiating and finalizing the room block! That’s valuable time that can be spent on other things, so that’s what we’re here for. Even better, our service is 100% free. 

Where Will They Stay is your secret weapon for room block logistics. We do the hotel research, handle the back-and-forth with the hotels, and negotiate the best rates and perks (like free breakfast or late checkout) on your behalf.

Want to learn more about how it works? Just reach out today, and we’ll quickly make your wedding planning a much lighter load!

Selecting the right accommodations is a key part of the guest experience for out-of-town events and gatherings. When you’re deciding how to select a hotel for a room block, the goal is to balance convenience, comfort, and cost.

Here is a guide to choosing the perfect hotel room block for your traveling guests.

Prioritize Proximity to Your Venue

The best hotel for a room block is usually the one closest to your event venue. Ideally, guests should be within a 10- to 15-minute drive or shuttle ride. If your event takes place in various locations, choose a hotel that sits centrally between the two or is closest to the late-night festivities.

Consider the Guest Experience & Amenities

Think about what your guests will need during their stay.

• Breakfast Options: Is there an on-site restaurant or a complimentary breakfast?
• Common Areas: Does the hotel have a lobby bar or courtyard where guests can gather between events?
• Transportation: Does the hotel offer a shuttle service for the event?

Compare Rates & Room Types

A good room block offers a variety of room types, such as double queens for families and single kings for couples, at a negotiated rate that could be lower than the standard booking price. It can be helpful to provide two hotel options at different price points to accommodate varied budgets.

What Should I Look for in a Hotel Room Block Contract?

One of the most important things to check is whether the block you’re booking is a Courtesy Block or a Guaranteed Block (comes with an attrition or performance clause).

• Courtesy Block: The hotel holds a set number of rooms for your guests, and any unbooked rooms are released after the cutoff date with no financial penalty to you.

• Guaranteed Block: The hotel requires a minimum number of rooms to be booked. If that minimum isn’t met, the person who signed the contract may be responsible for paying for the unused rooms. This option can work well for larger or committed groups, such as wedding parties or close family traveling together.

We help clients review these details and determine which type of block best fits their group size and guest needs.

Not sure where to start? Let Where Will They Stay research the local market and negotiate the best rates, all at no cost to you.