SETTING UP A HOTEL ROOM BLOCK
So you’re thinking of creating a room block, huh? We say go for it! It doesn’t take long, doesn’t need to be a complicated process and has loads of perks! Typically, couples getting #HitchedAtHawthorne will reserve a room block at a hotel close to Hawthorne House and put another hotel as a recommendation on their wedding website. By reserving a room block, you are securing perks for both you and your guests. When you simply recommend a hotel, there are no perks but you also have no financial obligation!
Earlier I mentioned that it doesn’t need to be a complicated process. It can be a complicated process, but it doesn’t need to be! Use these guiding principles to help in the decision making process when comparing hotels and looking at contracts.
Is there an attrition rate?
An attrition rate basically means a financial obligation. A hotel may require that guests book a certain percentage of the total rooms you reserve. If that percentage is not met then they will require you to supplement the difference- aka pay for rooms that are not being used. This is a way for hotels to protect themselves. You, as a client, would like to hold a certain number of rooms meaning the hotel cannot solicit those rooms to other guests. If you request a very high number of rooms that can put the hotel in a pickle if they aren’t booked. Attrition isn’t necessarily a bad thing, it’s simply something to be aware of.
For example: You request to reserve 20 rooms for the Friday before your wedding and 40 rooms for the Saturday of your wedding at a hotel. That is a total of 60 rooms you are looking to reserve. If a hotel requires an 85% attrition rate that means you and your guests will need to book and use (aka cancellations don’t count) 51 rooms total. If 40 rooms are used then you are responsible for the cost of the 11 rooms that were short of the attrition rate.
Photo by Elizabeth LaDean Photography
Can additional rooms be added later?
Especially if you are looking to sign a contract with an attrition rate, ask what the policy is revolving around adding rooms later. As mentioned earlier, attrition rates aren’t a bad thing- that may mean you start with a lower number of rooms reserved under the room block, giving you confidence that they will get used. Going back to the previous example, instead of starting with 60 rooms total for the wedding weekend, maybe you start with 40. Ask what the process looks like if you get close to hitting that number- will a representative from the hotel contact you? Do you need to check in? Is there a portal you can keep an eye on? Be sure to get all information prior to signing the contract, like if the rate will increase or the perks will change. Again, not necessarily negative items but simply items to take note of!
Is there a shuttle service?
Photo by Elizabeth LaDean Photography
At Hawthorne House, we have partnerships with two hotels that provide free or discounted shuttle services when a couple reserves a room block. Many hotels offer shuttle services, but every hotel will have different pricing and policies surrounding these services. The following questions may be important to you when confirming you will be receiving the service you’d like:
How many people does the shuttle seat?
Is the price a flat rate or per trip?
Do I get to choose the time?
How many trips are included (drop off before the ceremony and pick up at the end of the reception)?
Is there a space we can use for rehearsal, after party and/or brunch?
Are there any additional activities you’ll want to host at the hotel you reserve a room block at?
Most guests will stay at the hotel you are hosting a room block because of the perks so it’s a great way to continue hosting without adding any transportation struggles! Do you want to host your rehearsal dinner onsite? Maybe an after party? How about a brunch the morning after the wedding? Ask about room rental rates, catering requirements and any minimums that may be incurred.
What are the perks?
Photo by Elizabeth LaDean Photography
HEYOO! This is probably the reason you are starting this process in the first place! Every hotel is going to offer something different- of course a Hyatt is going to offer something different when compared to a Marriott, but even a Courtyard Marriott is going to be different than a TownPlace Suites by Marriott. Use this list as a guide when asking questions, but know that no hotel will offer all of these perks:
For every room booked under the block you as the couple get reward points and the guest gets reward points
Free or discounted room for the couple
Free or discounted upgrade option for the couple
Discounted rates for guests
Discounted breakfast
Free or discounted parking
Free or discounted shuttle services
See what I mean when I say it could get complicated? Start by deciding the number ONE most important factor. Is distance from venue to hotel the most important? Then only look at two options that are within the mileage range you’re willing to go. Are rewards most important? Look at that brand only! Once you decide the number one most important aspect, use this post to guide you through understanding the contract. You’re already a step ahead of most by educating yourself on what keywords to look out for like “attrition” and how to make sure you’re getting the shuttle service you want!
Happy planning from Hawthorne House!