10 Biggest Mistakes Couples Make with Hotel Room Blocks and How to Avoid Them

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Whether you’re talking to a sales manager at a hotel you’ve always dreamed of or you’re trying to check this “not-so-important” item off your list as soon as possible, let me say this loud and clear….  Never go into a contract blind! Every hotel will have different clauses and fees associated with everything from penalties for overbooking, penalties for 

1. Not learning how to speak the language

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underbooking, fees for special services like welcome bag drop-offs, etc. Before you even have this conversation with your sales agents, learn how to speak their language.

1. Not learning how to speak the language

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While you’re in the negotiation stage, be sure to ask about small little details you absolutely must-have. Unfortunately, they don’t always come free.  So to avoid a burden of a surprise close to your wedding day, be aware of the hotel’s policies + fees for services like turn down treats, welcome bag drop-offs, special assistance to rooms, etc. You can potentially use 

2. Not communicating their expectations

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often these non-negotiable fees to reduce your deposit amount or other clauses since the hotel will be making a guaranteed sum here.

2. Not communicating their expectations

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Negotiating your room block doesn’t just mean negotiating a rate. Don’t be afraid to ask for concessions like free wifi for your guest, free parking passes, or even free upgrades for you and your partner if you’re booking a room at the hotel too. You can save a lot on a group rate, but these additional opportunities for savings often go overlooked.

3. Being afraid to ask for extras

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They say you can book hotel room blocks as close-in as 3 months, and while it’s something you maybe can do… it’s not something you should.  The farther out you can begin this conversation with different hotels, the better! Most couples will start to look at their options about 8 months from the wedding date, once they have a better guesstimate of their guest count (no pun intended). 

4. Not planning far enough in advance

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This way, they can throw a farther net for hotel options in a range of price points and in the location they desire. Plus, you have more negotiating power when more hotels are available… bidding for you!

4. Not planning far enough in advance

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Your guests will likely be coming with expectations in a range of price points, so it’s always a good idea to give them options.  Try to book between 2-3 different hotels so they can choose the style, location, price, etc. that’s right for them. On the flip side, couples who book too many hotels for their guest may find themselves in the pickles we discussed in bullet #1. 

5. Assuming one size fits all

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You don’t want to risk having unfilled rooms, especially across the board for lots of different hotels. That’s why we’d say 2-3 hotels is the magic number.

5. Assuming one size fits all

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This one shouldn’t come as a shock this far down the bullet list, but it’s worth noting again. And while it differs widely by guest count and other variables, on average, couples will start out reserving 10 rooms in their block. You can always increase your block later if it starts to fill up too quickly, so in the beginning, don’t be afraid to guesstimate your number of rooms on the safer side.

6. Committing to too many rooms

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Location, location, location. It matters for your venue, your getting ready location, and especially for your hotel room blocks!  The official recommendation is no more than 10 miles (or a 30 min drive) away from your wedding venue. Keep in mind, many of your out of town guests may not have their own sweet ride during their stay. So the best way to ensure they have a 

7. Not factoring distance

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memorable experience (in a good way) is to keep it convenient. Even better if you offer transportation from the hotels you’ve booked to the ceremony site or if it’s in walking distance!

7. Not factoring distance

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Your wedding is the event of the year, let’s be honest. But that doesn’t stop these simple affairs like local conferences, concerts, conventions, etc from turning up in your area on your wedding weekend. So be conscious of what’s going on near the hotels you’re looking at, as this will not only affect availability, but price hikes for room rates too.

8. Forgetting about local events

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We are so fortunate to live in an age of communication outlets out the wazoo. This also means that there is no excuse for leaving your guests hanging before the wedding! Sharing your room block information with everyone in a variety of places will help them help you (remember attrition?)  So put it on your website. Put it on your invites. Tattoo it on your forehead (okay, maybe 

9. Letting their guests figure it out on their own

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not that last one). But you get the point! Let them know what their options are, what the price points are, where they are, how they should reserve a room in your block (do they just mention your name or have to go through a specific process?), what the cut-off date will be, what the deal is with transportation to/from the wedding (if applicable)… and even a heads up if transportation to/from the wedding is not applicable!

9. Letting their guests figure it out on their own

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The last thing you want is the inevitable moment your guests reach out to you the week of your wedding, panicked, about how their stay will play out. Like I said… help them help you.

9. Letting their guests figure it out on their own

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At the end of the day, you want to have a good relationship with the hotels you’ve booked room blocks at. That’s why it’s so important, even when you negotiate, to maintain a positive and open front.  After all, sales agents are just doing their jobs and these hotels will be the people serving you during your celebration. You don’t want there to be any bad blood 

10. Not practicing kindness

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and hey, if they love you, you may even find a complimentary bottle of champagne in your room on the wedding night!

10. Not practicing kindness

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