Wedding Room Blocks 101

Wedding - 8 August 2019, By admin

We love welcoming guest posts here on the WEI blog and today we have a really interesting post for you on a subject that isn’t covered very often. We’re talking Room Blocks for weddings and how you actually go about negotiating these on behalf of your clients. So without further ado I will hand you over to the experts on this subject, Amy Green and Melanie Marconi from Where Will They Stay.

As you enter the wedding industry, you will no doubt discover that you are bound to wear multiple hats, and it’s easy to forget that finalizing accommodations for wedding guests is as important of a “to do” as designing the wedding day theme and selecting vendors.

Taking the time to research and select the best rooms and deals can be intimidating at first notion, so here are our top tips to successfully book a wedding hotel room block:

Gather the pertinent data

First and foremost, sit down with your couple and obtain the information essential to the process. Find out an estimated number of out of town guests, as well as the ideal room budget and hotel preferences. Finalizing this information from the onset will help to set expectations early, as well as allow you to have information at the ready when you make a sales inquiry.

Determine any additional “must-haves”

In today’s age, hotel amenities extend far beyond the overnight room itself. The rate is one potential factor, but there are a number of other considerations such as availability of wireless internet, distribution of welcome bags to guests, hotel shuttles and hospitality suites. Run through these options with your clients in advance to determine any “must haves.”

Research, research, research

Armed with the necessary information, you can now begin reviewing your options. Researching properties online is a great starting point, although don’t hesitate to ask for referrals from trusted industry colleagues. Once you’ve determined what hotels may be the best fit, reach out to their sales team to discuss options.

Do your due diligence

Once you have received quotes from the selected properties, compare the price offered with online rates to ensure you are agreeing to the best deals. Ideally, the hope is that you will receive better rates by consenting to a contract where you take financial responsibility for a number of rooms over a social block.

Review the terms and do not hesitate to reach out to your sales contact for clarification. Look for additional charges as well as determine what fees your client may be responsible for in the event that the hotel room block isn’t full booked. The ultimate hope is that you’ll come to a mutually beneficial agreement but don’t be afraid to walk away when it’s determined that something simply isn’t the right fit.

So whether your client has decided to marry in their hometown, or travel for a destination wedding, there is a strong chance that accommodations will come into play. The best wedding planners are those that make themselves indispensable to their clients so with the above in mind, you’ll no doubt impress with your ability to take this off of their to do list.

Amy Green and Melanie Marconi are the founders of BDI Events, a full-service event planning company based in Los Angeles, with offices in Portland. They recently launched Where Will They Stay?.

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