Planning a wedding involves a lot of moving parts—venue, catering, transportation, guest lists, and, of course, making sure your out-of-town guests have a place to stay. One of the most important, yet often overlooked, aspects of wedding planning is booking hotel room blocks. Wedding room blocks can make things much easier for both you and your guests, but if not done correctly, they can quickly become a logistical nightmare.
Here are five common mistakes couples make when booking wedding hotel blocks for their guests —and how you can avoid them to ensure you have a smooth, stress-free stay during your big day.
1. Booking Too Few Rooms for Your Wedding Guests
One of the most frequent mistakes couples make when reserving a hotel room block is underestimating how many rooms they’ll need. You may think your guest list is small or that most of your family and friends will book on their own, but the reality is that you may need more rooms than you expect initially.
How to Avoid It:
Start by estimating the number of out-of-town guests who will need accommodations. A good rule of thumb is to reserve enough rooms for 50-60% of your traveling guest list, leaving a 40% margin of error for all the other lodging scenarios guests utilize in 2025 (i.e. Airbnb).
Additionally, keep in mind that some guests may book their rooms late or unexpectedly, so be sure to add a buffer. Many hotels will allow you to adjust the room block based on demand, within reason and enough notice, so you can make changes if necessary.
2. Not Reading the Fine Print of the Contract
Every hotel room block comes with a contract, and while it may be tempting to skim through it quickly, it’s essential to understand all the terms before signing. Things like attrition rates (the percentage of rooms you’re expected to fulfill) and cut-off dates (the date by which rooms must be booked or returned) can have a significant impact on your wedding budget and overall experience of your guests.
How to Avoid It:
Make sure to thoroughly review your contract before agreeing to anything. Pay special attention to clauses that mention cancellation policies, penalties for unfilled rooms, and any fees associated with signing for the block. If anything is unclear or doesn’t seem right, don’t hesitate to ask questions or negotiate terms with the Engaged Sourcing team.
3. Not Allowing Enough Time to Secure a Room Block
A common mistake many couples make is waiting until the last minute to secure hotel room blocks. Hotels can get booked up quickly, especially during peak wedding season, and by waiting too long, you risk being left with fewer options for your guests when travel planning.
How to Avoid It:
Aim to book your wedding room blocks at least 10-12 months before your wedding. This allows you to secure the best rates and availability, and it gives your guests plenty of time to book their rooms. The earlier you lock in your room block, the more flexibility you’ll have in terms of options and pricing.
Also, blocking at the 10-12 month marker allows you to beat out the competition and lock-in the best overall offers!
4. Failing to Communicate the Room Block Information Clearly
One of the easiest ways to ensure your wedding hotel block is a success is by communicating room block details clearly and thoroughly with your guests. Unfortunately, many couples forget to share key information like booking deadlines, special rates, or how to make reservations, leaving guests frustrated or confused in the end.
How to Avoid It:
Provide clear instructions on how to book rooms as soon as you send out your wedding invitations or set up your wedding website. Include important details such as:
The hotel(s) where the room block is available.
A booking code or link for guests to utilize.
The cut-off date for reservations (so guests don’t miss out on the discount).
Parking and transportation options, if relevant.
The more transparent and organized you are, the smoother the booking process will be for your guests. And an added benefit, Engaged Sourcing has a Groups Concierge for guests to ask questions, book their stay, and figure out overall logistics for their travels!
5. Overlooking Guest Preferences and Budget Needs
Your guests’ needs and preferences matter when selecting a hotel for your wedding room block. Choosing a hotel that’s too expensive or too far from your wedding venue may lead to frustration or fewer bookings. Not every guest has the same budget or comfort requirements, so it’s essential to provide a range of at least two options.
How to Avoid It:
Offer at least two hotel options at different price points. If possible, choose hotels that are close to the wedding venue to make it convenient for your guests. If you have a mix of out-of-town guests and local attendees, consider offering both budget-friendly and mid-range accommodations.
Additionally, consider factors like pet policies, accessibility, and amenities to ensure everyone’s needs are met. Offering a variety of options will help ensure that all your guests feel comfortable and welcome.
Conclusion
Booking wedding room blocks doesn’t have to be overwhelming! By avoiding these common mistakes, you can help ensure that your guests have a seamless and enjoyable experience while attending your wedding. Planning ahead, understanding your contract, and communicating clearly with your guests will make this process much easier and less stressful.
If you’re looking for expert help with your wedding room blocks, Engaged Sourcing can help. We offer customizable room block options and expert guidance every step of the way, so you can focus on what matters most—enjoying your big day!
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