This blog explains how hotel blocks for weddings work including room types, contract terms, guest payment details, and how to negotiate the best group rate.
What Is a Hotel Block for a Wedding?
A hotel block for a wedding is a group of rooms reserved at a hotel, usually at a discounted rate, for your out-of-town guests. Couples or their planners work directly with hotel sales teams to secure these blocks, ensuring guests have convenient and affordable lodging close to the wedding venue.
If your wedding includes guests traveling from outside Louisville, KY, a hotel block is one of the most helpful services you can offer to simplify logistics for everyone involved.
– Need help coordinating your full wedding weekend? Our wedding planning services in Louisville, KY can include venue coordination, hotel block negotiations, and group transportation planning.
Types of Hotel Room Blocks for Weddings
Courtesy Hotel Blocks
The most flexible and low-risk option.
The hotel holds a specific number of rooms (e.g., 10–20) until a cutoff date, often 30–60 days before the wedding.
No financial penalty if guests don’t book every room.
Un-booked rooms are released to the public after the cutoff.
Ideal for couples who want flexibility and don’t want to be liable for un-booked rooms.
Guaranteed or Attrition Room Blocks
The couple commits to filling a percentage of the block (typically 80–90%).
If fewer rooms are booked, the couple may owe a penalty on the un-booked portion.
Rates are usually more competitive due to the commitment level.
This option is often used for destination weddings or when the couple wants better leverage in negotiations.
How Hotel Blocks for Weddings Are Booked and Paid For
The hotel provides a custom booking link or code for guests.
Guests pay for their own rooms at the discounted rate, not the couple (unless stated otherwise).
Payment is made directly by guests to the hotel through the group booking portal or by phone.
– If you’re planning multiple events across your wedding weekend, like a rehearsal dinner or farewell brunch, consider reserving the block for 2–3 nights to accommodate all travel needs.
Minimums, Discounts, and Perks
Most hotel room blocks for weddings require a minimum of 10 rooms. In return, couples often receive:
5–20% off the regular room rate (average savings around 15%)
Perks like a complimentary suite or room upgrades after a certain number of rooms are booked
Easier coordination for shuttles or group activities
– Ask your planner or the hotel’s sales coordinator about transportation logistics. Some properties offer free shuttle service within a 5–10 mile radius when room blocks exceed certain thresholds.
Timeline: How to Set Up a Hotel Block for Your Wedding
Here’s how to secure a hotel block for your wedding step-by-step:
Estimate how many rooms you’ll need (based on out-of-town RSVPs).
Contact hotels early…at least 6–9 months out for peak season weddings.
Compare rates, room types, cancellation policies, and cutoff dates.
Negotiate added value perks (early check-in, shuttle access, welcome bag delivery).
Sign a contract and request your custom booking link or code.
Share the booking info on your wedding website or save-the-date mailers.
Track bookings (your hotel rep can help monitor progress).
What to Watch For in Hotel Block Contracts
Always read the fine print. Pay attention to:
Attrition clauses: These specify how many rooms must be filled.
Cancellation terms: Make sure you understand guest cancellation policies and couple liability.
Cutoff dates: Confirm when rooms will be released if un-booked.
Welcome bag fees: Some hotels charge to hand out gift bags at check-in.
Ready to Set Up Your Hotel Block for Your Wedding?
Let us help you navigate contracts, guest logistics, and vendor timelines. Whether you need 10 rooms or 100, Michaelis Events can simplify every part of your wedding weekend.
Contact our planning team today to secure the perfect hotel block and stress less on your big day!
