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Room blocks come in two contract types: sign the wrong one and an unfilled block costs you five figures
Negotiating group room rates with a hotel is all about making things convenient for your guests. But there are two types of contracts, and one of them puts you at risk.
Two types of contracts
Courtesy block (Go with this one if you can)
The hotel sets aside a block of rooms for your guests at the agreed rate.There is no penalty if the rooms are not fully booked.Any unbooked rooms are simply released, so you carry no responsibility.
Guaranteed block
You guarantee that a certain number of rooms will be booked.If you fall short, the couple has to pay the difference.
If you guarantee 30 rooms but actually only book 15, you pay for those remaining 15 rooms. At $200 a night, that comes out to $3,000, and it might even be for more than just one night.
The one question you must ask before signing
"Is this a courtesy block or a guaranteed block?"
The contract terms spell it out clearly, but they might use technical jargon like "attrition clause" or "minimum room night commitment," which are easy to gloss over if you do not specifically ask.
If you sign a guaranteed block and cannot fill it, you might end up paying over ten thousand dollars.
When to negotiate
Before the wedding date 6–8 monthsIf you negotiate too late, good hotels will no longer have whole blocks of rooms available to hold.
Special considerations for Chinese weddings
Accommodation needs for family and friends from Taiwan are different from US guests
- Longer staysSince family and friends fly for over ten hours, they usually won't stay for just two nights. They are very likely to stay for one to two weeks.
- They might stay with relativesChinese families frequently host one another, so the actual usage of your room block will be lower than you expect.
- Different price sensitivityOlder family members might not be very comfortable paying over $200 a night.
When you put these three points together, the takeaway is:Don't overestimate the need for a room blockEven more importantly, avoid signing a guaranteed block.
Two extra things you can do
- Offer options at different price pointsBesides the main hotel, you can also list some more affordable options nearby, as older family members or younger friends might need those even more.
- Make the transportation details clearRemember to clearly explain how to get from the hotel to the venue and whether a shuttle is available (see item 97 on the list). Friends and family who just got off the plane, don't drive, and aren't familiar with the area will need this the most.
Where to put the details
Put accommodation and transportation info oninvitationsandyour wedding websiteRemember to put them on your website (see items 37 and 95 on the list). Do it early, because guests will want to know where to stay when they start booking flights.
For family and friends in Taiwan, remember to provide a Chinese version of the information.
Other questions to ask the hotel
"Is the group rate cheaper than regular booking?" Sometimes online booking is cheaper than a room block, which makes holding a block pointless.
"Until what date will the rooms be held?" Hotels usually set a cutoff date, and once it passes, they will release the rooms.
"Is there a complimentary room for the newlyweds?" Many hotels will give you a free room as long as guests book a certain number of rooms.
In a nutshell
Just sign a courtesy block; plus, family and friends visiting from Taiwan usually stay longer and might stay with relatives, so your actual needs will likely be lower than you expect.