How to Select a Hotel for a Room Block

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.