How to Block Hotel Rooms

Co-authored by wikiHow Staff

Last Updated: May 13, 2021

A reservation of 10 or more hotel rooms counts as a “block.” Block reservations come in handy for weddings and other large events where lots of people will be travelling from out-of-town. To create your block, you’ll want to pin down the number of rooms you’ll need as well as your reservation dates. Then, call the hotels that you’ve chosen and discuss the reservation terms. When everything is arranged, send all of the details out to your guests so that they can make their reservations. Your guests will probably thank you for saving them money and time by making block arrangements.

Part 1

Part 1 of 3:

Gathering Your Reservation Details

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Determine how many rooms you’ll need. Look over your guest or attendee list and count how many people will by travelling from out-of-town. Estimate that each of those persons will need a separate room. If you see a family on your list, try to guess how many rooms they’ll need. It’s even better if you can break down how many single-bed, double-bed, queen, king, or otherwise, rooms that you’ll need.^{[1]
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2
Know the dates for your reservation. Before you start researching or reaching out for rates, think about how long your travelers will need to stay in a hotel. It’s generally best to reserve a block of rooms that will cover the earliest arrivals to the latest departures. Be aware that hotels are generally more hesitant to allow room blocks for a single weekend night.
- For example, if your wedding is on a Saturday, then you’ll likely need to reserve rooms from Thursday through Monday.
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Choose multiple hotels with varying price points. After you have an idea regarding individual rates, narrow your hotel options down to just 2-3 choices. Try to think about your guests and their budget limitations or personal preferences. Select hotels that will make them comfortable and that are affordable.^{[2]
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Part 2

Part 2 of 3:

Making the Reservation

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Call the selected hotels to discuss block room rates. Now that you have a baseline rate in your head, contact the hotels that you’ve chosen once again. This time talk with them about reserving a block of rooms for your intended dates. The reservation agent will hopefully confirm that they have your requested number of rooms available. Then, carefully compare the block price to the solo room price from earlier.^{[3]
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- If the block price is too high, tell the agent about your prior research and request a lower rate. Be polite, but don’t agree to anything until you are happy with the quoted rate.
- You’ll want to start the reservation process somewhere 3-8 months before your event. This gives both your guests and the hotel ample time to make arrangements.^{[4]
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Inquire about any room block rules or restrictions. When you are talking with the reservation agent, ask them to spell out any and all rules related to your room block. In some cases, hotels might charge extra fees for certain amenities or for late check-ins. See if you’ll need to place a deposit to secure the reservation. Ask if a certain number of rooms must be reserved in advance to keep the block.^{[5]
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- You’ll also want to double-check that your guests will be able to make their own room reservations. Ask if there is a particular code that they’ll need to use or if they’ll need to call a particular hotel number.
- To hold the block, hotels usually require that 80% of the block’s rooms are reserved by a pre-set deadline.
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Request a comp room. Many hotels will offer the organizer of an event a room for free. They will ‘comp’ the room for all or at least part of your stay. This is even more likely if you are the bride or groom booking rooms for your wedding. If the hotel can’t comp your room, ask them what perks they might be able to give you in return for booking.^{[6]
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- For example, a hotel might be able to offer a free upgrade for your room or vouchers for the hotel restaurant.

Part 3

Part 3 of 3:

Adhering to the Cut-Off Date

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Choose a reservation cut-off date. Hotels will usually require that you pick a date 2-3 weeks out from your event to serve as a cut-off for block reservations. This lets the hotel then release those non-booked rooms for other people to reserve. Select a date that will give your guests ample time to make a hotel choice. Then, spread the word about the cut-off date and warn your guests that they’ll probably need to pay full price if they miss it.^{[7]
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Tell your guests about the room block as soon as possible. Put the full booking information up on the event’s website. Send around an email with the details. Call people personally and tell them about the booking. For a wedding, send out a reservation card along with your invitation.^{[8]
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Keep in touch with your hotels as the event gets closer. Every week or so, call your chosen hotels to see how the block is filling up. If the deadline is getting close and the block is still empty, you may need to send an extra reminder to your guests. A simple mass email reminding everyone to reserve by a certain deadline usually does the trick.
- Many hotels will also provide you with a specific list of who has reserved in the block upon request.