How to Reserve a Block of Hotel Rooms for Event Guests

By Michelle Ecker on April 6th, 2017

The New York Institute of Art and Design offers online wedding planning courses and because we do, we like to provide free tips for wedding planners. Enjoy!

How to Reserve a Block of Hotel Rooms for Event Guests

If you’re planning a wedding or event for which a substantial number of your guests will need to travel, it’s considered best hosting etiquette to offer them the opportunity to book their rooms with a group of guests in what’s called a “block” reservation. If this is a project you’ll need to complete before your next big event, here’s our advice on how to go about it properly:

  1. Include information on your save the date cards- Especially if the event you’re planning is at a destination venue or if it’s in a place where the hosts know a large amount of their guest list will have to travel to, you need to start preparing logistics as early as possible. We recommend providing guests with a separate RSVP card they can send back with their attendance RSVP if they would like to be included in guest block reservations and sent updated information about the planning of it.
  2. Provide Actives- If you are going to have a substantial number of guests who take advantage of block reservations and will therefore be staying together for the weekend, it’s also considered good etiquette to provide them with either pre-organized activities (think golf outings, a brunch, a happy hour), or to give them some suggestions of activities they can do together. For example, if the resort they’ll be staying at offers kayak rentals or guided hiking tours, be sure to provide the group with that information so they can organize amongst themselves.
  3. Be clear- Make sure to be very explicit with your guests when it comes to the wording in your block reservation RSVP card. For example- "Be sure to book your block hotel room by (date) if you would like to take advantage of the group discount."

Want to learn more? The New York Institute of Art and Design offers online wedding planning courses that can teach you how to plan and execute the perfect wedding. Request your free course catalog today!


CLOSE