We recommend booking at 1-2 hotels max.
Staying at a single hotel allows attendees to extend their celebration and spend more time together. However, guests may have different budget considerations, so in some cases, it may make sense to offer two hotel options at different price points.
Hotel blocks require 10 rooms per night minimum. We recommend contracting conservatively to limit your financial obligation.
When counting the number of rooms needed, consider couples and families as one unit, as they typically stay together in a single room.
Also keep in mind that not everyone will stay at the host hotel(s), therefore reduce your estimated rooms by 10% to be safe.
We currently offer hotel blocks within the United States, Canada.and Mexico.
Your guests can cancel their reservations per the hotel's cancellation policy. Most hotels allow cancellation up until a few days before checkin. Be sure to note the hotel cancellation policy before booking.
The Hotel Gurus will request an addendum from the hotel.
There are three different scenarios for adding rooms.
- The hotel will add them at the current rate.
- The hotel will add them at a higher rate
- If the hotel is close to sell out they may not add rooms to the block.
For this reason, give us your best guess of the quantity of rooms you need and let us know as soon as you need more. Your reporting log-in will give you all the info you need.
More often than not, the block comes with a one-month cutoff prior to check-in. Once that cutoff date arrives, the discounted group rate is no longer available and any rooms that were not reserved are released back to the hotel so they can try to sell the rooms. At that point the guests will need to book at the current hotel rate.
One way to combat this is to book a few rooms under the event host's name and then change the reservation name if a guest forgot to book. Just be sure to cancel unused rooms by the hotel's cancellation deadline.
When giving you rates, the hotels look at a number of factors in determining the best rate.
If you are looking at the rates over 4 months before the event, keep in mind that travel sites work on tiered pricing, meaning the price increases when they book a certain number of rooms.
Most event guests do not make their reservations until 1-2 months before the event. At that point the rates on the travel sites will be long gone.
Also check the terms to see if the rooms are non-refundable. Often the cheap early rates are, which doesn't allow flexibility.
If you have a group who is all able to book the current rates and terms, then go for it! We want you to get the best deal out there!
One benefit of booking a room block for an event is that it can help save you time, money, and ensure that all of your guests have a place to stay. On average, group rates are typically 15% to 40% lower than standard rates, making this a cost-effective option.
Yes! We will present you with a complete report containing the options for possible hotel rooms that have been carefully selected by our gurus. Our customized outreach methods will ensure that you have all the information you need to make an informed decision about which property is the best fit for you. You will have full control over the decision- making process, while we take care of all the work.
Since we are licensed travel agents, hotels pay us a commission for each room booked. This does not change your room rate or affect you in any way, but instead is a great way for us to be able to offer this service free to you, while keeping our doors open.
A block of rooms with guaranteed availability and set pricing.
The hotel will set aside rooms specifically for your group. Your group will be required to book a percentage of rooms, also known as a hotel attrition rate (typically 80-90%).
For example: If you contracted for 20 rooms x 2 nights, and the attrition clause’s rate is 80%, then your group would be responsible for filling a total of 32 room nights.
If those 32 rooms aren’t filled, you may be charged for those un-booked room nights in your block. This is at the discretion of the hotel.
Payment: Guests pay the hotel directly. You will only be charged for un-booked rooms based on your contracted attrition rate.
Pros: Rooms are guaranteed for your group and can’t be given away to others outside of your group. Hotels can offer upgrades and special promotions for guaranteed room blocks. These blocks are great for large groups, high- demand destinations and high-demand dates.
These blocks are great for large groups, high-demand destinations and high-demand dates.
Cons: You are obligated to fill a percentage of the rooms. When setting up a Guaranteed Block, the hotel will require you to sign a contract and provide a credit card to which any un-booked rooms will be charged.
A block of rooms with a discounted rate, available for your group but NOT guaranteed
Your group can book until the cut-off date if the hotel has rooms without financial obligation for you
Payment: Guests pay the hotel directly.
Pros: A courtesy block hotel offers no financial obligation, which helps if you don’t have as many bookings as you expected. In other words, you won’t have to pay for those un- booked rooms yourself. Courtesy room blocks are particularly popular for weddings.
Cons: Rooms are not guaranteed. The hotel can sell out and/or offer them to another group, especially during peak wedding and event dates.
Often hotels do not offer courtesy blocks.
When setting up a Courtesy Block, you will still be required to sign a contract that will outline the quantity, dates, room type and rate being held for your group, but you will not be asked for a credit card as you are under no financial obligation with this type of block.
Our hotel database has over 50,000 hotels.We can work with any hotel, as long as they offer room blocks.
Some boutique properties do not offer blocks since their inventory is limited.
Out-of-town guests may appreciate a range of amenities including:
Comfortable rooms: Guests will appreciate spacious and well-appointed rooms with comfortable beds, high-quality linens, and modern amenities such as high-speed internet and flat-screen TVs.
On-site amenities: Some guests may appreciate having access to on-site amenities such as a fitness center, pool, spa, bar and restaurant.
Convenient location: A hotel that is located near the venue and other local attractions can be a major plus for out-of-town guests.
Transportation options: It can be helpful for hotels to offer shuttle service to and from the airport or venue for out-of-town guests.
Personal touches: Finally, out-of-town guests may appreciate personal touches such as a welcoming gift or a personalized recommendation for local attractions or activities.
Most hotels open their room blocks 9-12 months before a date. We recommend booking before you send save-the-dates so your guests can book early. The latest you can book a block is 2-3 months before an event.
ABSOLUTELY! Please sign up for our Partner Program, which gives you and your clients perks and exclusive deals.
Upon sign up you will be paired with a guru who will manage all of your groups so you have one centralized contact for anything you need.
Hotel room blocks are a great option for many couples but since you are entering a contract with the hotel, there are several things you need to know before booking.
You need a minimum of 10 rooms to qualify.In order to get a discounted rate, you need to sign a contract with the hotel guaranteeing a minimum of 10 rooms. Most hotels work off an attrition rate (the amount of the contract you need to book) of 80-90%.
Allowable Shrinkage Clause
This number refers to the percentage of rooms that are allowed to go unbooked.
Refers to the percentage of rooms that must be filled in order to avoid paying a penalty.
Often times hotels allow you to use all room nights toward your block. So if one person stays 10 nights or 5 people stay 2 nights, that means you meet your obligation.
If you do not meet 80-90% of the minimum contracted amount of rooms, the hotel may make you pay for the rooms that did not get booked. It is very important to contract for only the rooms you know you will need. Below is how we can help reduce your financial obligation.
Mitigation or Resell Clause
The hotel must try to book unused rooms in your block so you're no longer responsible for them if they're later sold to other customers. In short: You shouldn't be paying for rooms other guests are paying for.
Rates Valid for Short Time
Once we present you with room rates, they are generally only guaranteed for one week. Since rates fluctuate frequently, it is important to contact us when you are ready to make a decision on your room block, otherwise the rate is subject to change.