Wedding Hotel Room Blocks: Everything You Need to Know

Apr 2

Booking hotel room blocks for your wedding can feel overwhelming—there are contracts to review, minimum requirements to meet, and countless details to coordinate. It’s one of those tasks that often takes couples more time and energy than they expect, which is exactly why we include room block assistance in our Full Service Wedding Planning package. But even if you haven’t booked our full planning services, we’re still here to guide you through the process and make sure your guests have a seamless, stress-free experience.

As a wedding planner with a background in the hotel industry, I’ve seen firsthand how complicated (and sometimes confusing) room blocks can be. From negotiating rates and understanding attrition clauses to ensuring the right number of rooms are reserved, there are so many moving parts involved. That’s why I’ve crafted this blog post: to give you a clear, step-by-step guide to booking hotel blocks for weddings.

In the sections ahead, we’ll walk through everything you need to know—from how hotel room blocks work, to what questions to ask your sales manager, to the best tips for ensuring your out-of-town guests feel comfortable and cared for. Whether you’re hosting a local celebration or planning a destination wedding, this guide will help you navigate the process with confidence.

What is a Hotel Room Block?

A hotel room block is a reservation of multiple hotel rooms set aside specifically for a group of guests attending the same event—most commonly a wedding. Instead of guests booking individually and risking sold-out dates or high rates, a room block guarantees that your friends and family will have convenient accommodations reserved just for them. Hotels often offer these blocks at a discounted group rate, making it easier and more affordable for your guests to book their stay.

For weddings, a wedding hotel room block ensures that out-of-town guests can stay at the same location, making transportation and coordination much smoother. It also creates a sense of community, since many of your loved ones will be together at the same hotel before and after the wedding day. Some hotels even provide extra perks with room blocks, such as complimentary shuttle service to the venue, free breakfast, or upgraded suites for the couple.

In short, a room block is one of the most practical ways to organize wedding guest accommodations while giving your guests a stress-free and enjoyable travel experience.

Do You Really Need a Hotel Room Block for Your Wedding?

The short answer is no—you don’t need to book a hotel room block for your wedding. However, offering one is considered a thoughtful courtesy to your guests. A room block gives them a clear, convenient option for booking accommodations and typically comes with a discounted group rate, which can save them money. Many couples even reserve 2–3 hotels at different price points so guests can choose what works best for their budget, without having to do the research themselves.

That being said, hotel room blocks aren’t required—and in some cases, they can be more of a headache than they’re worth. If the idea of negotiating contracts, managing deadlines, and tracking room counts feels overwhelming, you can skip the room block altogether. Instead, provide guests with a list of recommended hotels on your wedding website or invitation inserts. This way, they have the information they need, but they’re free to book wherever they feel most comfortable.

It’s also worth noting that many wedding guests prefer to handle their own accommodations regardless of room blocks. Some will choose to stay at an Airbnb or vacation rental, others may book a hotel where they have loyalty points, and some may stay with family or friends nearby. Providing options is helpful, but you don’t need to feel pressured to lock down a block unless it truly makes sense for your guest count and venue location.

Ultimately, whether or not you need a wedding hotel block depends on your priorities. If you’re expecting a large number of out-of-town guests and want to make their travel as easy as possible, a room block can be a great addition. But if most of your guests are local or you’d prefer not to manage contracts, simply sharing nearby accommodation recommendations is more than enough.

How to Book a Hotel Room Block for Your Wedding

One of the most common questions couples ask is: how do you actually book a hotel room block for a wedding? The process can seem intimidating at first, but with the right approach, you can secure accommodations for your guests without unnecessary stress—or unexpected costs. Here’s what you need to know before calling hotels and signing contracts.

Step 1: Research Hotels Near Your Wedding Venue

Start by researching which hotels are closest to your wedding venue or reception site. Convenience is key—guests will appreciate staying somewhere that doesn’t require a long drive or complicated directions. Make a list of 2–3 hotels at different price points so you can offer your guests options. Once you’ve narrowed down the list, call the hotel sales or events team and let them know you’re interested in setting up a wedding room block.

Step 2: Ask for a Courtesy Room Block

Whenever possible, request a Courtesy Room Block instead of a Contracted Room Block. Here’s the difference:

Courtesy Room Block: The hotel sets aside a small number of rooms (usually 5–10) for your guests. If they don’t book those rooms, you are not financially responsible for them. This is the safest and most flexible option for couples.
Contracted Room Block: The hotel sets aside a larger number of rooms (often 10–20 or more) and requires you to sign a contract. If your guests do not book all of those rooms by a certain deadline, you as the couple are responsible for paying for the unfilled rooms. This can lead to a major financial burden if your guests choose to stay elsewhere.

Step 3: Start Small, Then Add More Rooms as Needed

If you’re offered a courtesy block, start small—request 5–10 rooms at first. If those rooms fill up quickly, the hotel will usually contact you to see if you’d like to expand your block. This approach ensures you’re not overcommitting and protects you from paying for rooms that go unused.

On the other hand, if you immediately request 20–30 rooms, the hotel will almost always require you to sign a contract, which carries financial risk. By starting small and adding more as needed, you keep your flexibility while still giving your guests enough space to book.

Step 4: Avoid Costly Mistakes

I’ve worked with couples who ignored this advice, assuming all of their out-of-town guests would book at the hotel they recommended. They signed a contracted block of 20 rooms at $250 per night, thinking it would fill up easily. But when the wedding came around, only three guests booked at that hotel. The couple was stuck paying for 17 unused rooms—an unexpected expense of thousands of dollars.

To avoid this, always think realistically about your guest list. Many guests prefer to book Airbnbs, vacation rentals, or hotels where they have loyalty points. A room block is a convenience, not a guarantee that everyone will book. Protect yourself financially by starting small and expanding only if needed.

Key Takeaway

Booking a hotel room block for your wedding is a thoughtful way to help your guests and make travel easier, but it needs to be handled carefully. Prioritize courtesy blocks, start small, and don’t assume every guest will book at your recommended hotel. By following these steps, you’ll provide helpful accommodations for your guests while avoiding costly mistakes and last-minute financial stress.

Courtesy vs Contracted

Contract: A contracted hotel room block is a group of rooms a hotel reserves for a specific event or group, typically at a discounted rate, with a contract outlining obligations like minimum bookings and potential penalties for unbooked rooms. A contracted block guarantees a certain number of rooms will be available for your group, and the hotel won't release them to the general public until after a specified cut-off date. Hotels often require a minimum number of rooms to be booked, and if you don't meet that minimum, you may be charged for the unbooked rooms.

Courtesy: A courtesy hotel room block is a block of rooms reserved for a group event (like a wedding) where the hotel holds the rooms for a specific period, but there's no financial obligation to fill them, meaning you won't be charged for unbooked rooms after a certain cut-off date. Unlike a guaranteed or contracted block, with a courtesy block, you don't have to pay for rooms that guests don't book, and there are no penalties for not filling the block. Courtesy Block Rooms are not guaranteed: The hotel can sell out the rooms to other guests if they are not booked by your guests before the cut-off date, so keep this in mind.

How Many Hotel Rooms Should You Block for Your Wedding?

One of the most common questions couples have when planning guest accommodations is: how many hotel rooms should I block for my wedding? The answer depends on your guest count, how many are traveling from out of town, and whether you want to give your guests multiple hotel options.

As a general rule of thumb, it’s always best to start small. Most hotels will set aside 5–10 rooms in a courtesy block to begin with. A courtesy block means that if those rooms aren’t booked, you won’t be financially responsible for them—making it the safest and most flexible option. Once those rooms begin to fill, the hotel sales team will typically contact you to see if you’d like to add more. This allows you to expand your block gradually without the risk of paying for unused rooms.

On the other hand, if you request a large block of 20+ rooms upfront, most hotels will require you to sign a contracted room block. This type of contract makes you responsible for paying for any unbooked rooms by the cut-off date. While contracted blocks may make sense for destination weddings or very large guest lists, they can become a financial burden if your guests decide to stay elsewhere—such as at an Airbnb, vacation rental, or a hotel where they have loyalty points.

Key Tips for Determining Your Room Block Size:

Start with 5–10 rooms in a courtesy block. Add more only if needed.
Consider your guest list. If the majority of your guests are local, you may only need a small block.
Offer 2–3 hotel options at different price points. Not all guests will want to stay at the same property.
Work with your hotel sales manager. They can help estimate how many rooms are typical for your size of wedding.

Bottom Line

When it comes to deciding how many hotel rooms to block for a wedding, less is more at the start. Begin with a small courtesy block of 5–10 rooms, monitor how quickly they fill, and then add more as needed. This approach ensures your guests have convenient accommodations while protecting you from unnecessary contracts or fees for unused rooms.

When to Book Hotel Room Blocks for Your Wedding

One of the most important questions couples ask is: when should we book our hotel room blocks for the wedding? The ideal booking window is typically 6–12 months before your wedding date. This gives your guests plenty of time to reserve their accommodations and ensures you’re able to secure the best rates and availability.

The time of year you’re getting married plays a huge role in how early you should book. For example, late spring and summer weddings often overlap with busy travel seasons, especially in cities that host large sports tournaments, festivals, concerts, or conferences. These events can quickly fill up hotel rooms, which may limit how many courtesy blocks are available. For this reason, I recommend booking your hotel blocks on the earlier side of that 6–12 month window if your date falls during peak travel season.

It’s also a good idea to research what’s happening in your city around your wedding weekend. A marathon, state fair, or major business conference can impact hotel availability just as much as a busy holiday weekend. By booking early, you’ll avoid competing with other travelers for space and ensure your guests have accommodations close to your venue.

Pro Tip: Communicate with Guests Early

Once you’ve reserved your wedding hotel room blocks, make sure to share the information right away. The easiest way is by adding a dedicated “Travel” or “Accommodations” tab on your wedding website, where guests can find the hotel names, addresses, booking links, and cut-off dates. You can also include a brief note on your save-the-dates or invitations reminding guests to book early—especially if you know hotels in the area will sell out fast.

Bottom Line

Booking your wedding hotel blocks at least 6–12 months in advance is the best way to secure group rates and guarantee room availability for your guests. The earlier you book, the better—especially if your date falls during peak wedding season or a busy local event. By planning ahead and sharing the details with your guests early, you’ll give them peace of mind and one less thing to stress about before your big day.

How Do Guests Book Under Your Wedding Hotel Room Block?

Once you’ve secured your wedding hotel room block, the next step is making it easy for your guests to actually book their rooms. Most hotels will provide either a custom booking link or a reservation code that guests can use when making their reservations. This ensures they receive the discounted group rate and that their room counts toward your block.

After your room block is confirmed, the hotel’s sales team will send you all the necessary booking information, including the reservation code, booking link, and the cut-off date (the deadline for guests to reserve under the block). From there, it’s your job to communicate these details clearly and in as many ways as possible.

The best places to share your hotel room block booking information include:

Your wedding website (create a dedicated “Accommodations” or “Travel” tab)
Save-the-date cards with a short note about room block details
Wedding invitations or insert cards with hotel names and booking instructions
A reminder email to out-of-town guests a few months before the wedding

Be sure to emphasize the booking deadline, as hotels typically release unclaimed rooms back into general inventory once the cut-off date passes. If guests wait too long, they may miss out on the discounted group rate or risk the hotel being sold out.

Do You Need More Than One Hotel Block for Your Wedding?

A common question couples ask is: should we book more than one hotel for our wedding guests? The answer often depends on how many out-of-town guests you’re expecting and what type of accommodations will work best for them. In most cases, I recommend couples reserve at least two hotel room blocks at different price points. This way, your guests have the flexibility to choose the option that fits their budget and comfort level.

For example, you might select one mid-range hotel (like a Hilton Garden Inn or Holiday Inn Express) that offers convenience and affordability, and pair it with a more upscale hotel (such as a Marriott, Hyatt, or boutique property) for guests who prefer luxury accommodations. Offering this variety shows thoughtfulness and ensures every guest—from college friends to grandparents—feels comfortable booking a place to stay.

Before booking your room blocks, take time to research hotels near your wedding venue. Pay attention to average pricing, amenities (such as free breakfast, shuttle service, or parking), and availability during your wedding weekend. Choosing hotels close to your ceremony or reception site makes it easier for guests to travel back and forth, and can even reduce transportation costs if you’re planning to provide a shuttle.

Pro Tip

If your wedding falls during a busy travel season or your venue is in a popular city, booking more than one block is especially helpful. Guests may book quickly, and having multiple options ensures no one is left scrambling for accommodations.

Bottom Line

While you don’t always need more than one hotel, offering two room block options at different price points is one of the best ways to accommodate a diverse guest list. By researching hotels near your venue and securing blocks that fit a range of budgets, you’ll make the booking process stress-free for your guests while also ensuring they feel cared for and included in your celebration.

Final Thoughts on Wedding Hotel Room Blocks

Booking hotel room blocks for your wedding may feel like one of the more intimidating planning tasks, but with the right knowledge and preparation, it can actually be straightforward—and incredibly helpful for your guests. Room blocks not only provide convenience and peace of mind, but they also often come with discounted group rates that save your friends and family money while keeping everyone close to the celebration.

From deciding how many rooms to block, to knowing the difference between a courtesy block vs. a contracted block, to understanding when and how to book, you now have all the tools to make an informed decision. Whether you choose to reserve one hotel or multiple hotels at different price points, your goal should be to make accommodations easy, accessible, and stress-free for your guests.

At the end of the day, hotel room blocks are about more than just reserving rooms—they’re about creating a seamless experience for the people you love most. By planning ahead and communicating clearly through your wedding website, save-the-dates, and invitations, you’ll ensure your guests can book with ease and focus on what really matters: celebrating your big day with you.

Lauren Gardner