6 Tips for Organizing Hotel Blocks… It is More Involved than You Think
Welcome back to Perfect Events by Jan where couples can breathe easy and enjoy one of the most important days of their lives. Today we are going to talk about how to make it easy for your guests to book their room.
1. Do the Research
You are in a position to negotiate terms and conditions because you are negotiating for a group. Instead of 50 people calling 3 – 5 different hotels, you can make the calls and provide the information to your guests with the invitation. Include bed and breakfast or more intimate hotels in your research.
2. Negotiate a Discounted Rate.
When possible negotiate a discounted room rate maybe 10% or more, regardless of room category. Hotels want your business and if you are delivering 20 guest reservations to their hotel, they should be able to offer a group discount for the guests and the honeymoon suite for you. If the hotel has a restaurant, ask for breakfast to be included or discounted.
3. Provide Options
Unless you are in a very remote area, there are a lot of lodging options and you can provide information for at least 3 to select from. Be sure to ask if pets are allowed and parking is included. Provide links to the hotels, address, phone number, amenities, costs and distance from the venue with the invitation.
If the wedding is at a hotel or resort, a block of rooms at a discounted rate should absolutely be included before booking the venue.
Safety is always a top priority and helping your guests with safe and easy transportation options is critical. It is easy to think my guests are all adults and they can figure out their own transportation, but it is super nice and will definitely be appreciated if you provide transportation options. Some hotels offer a shuttle to and from the church and reception venue. Before reserving a block of rooms, ask the hotel for their transportation options and suggestions. There are also many transportation businesses.
5. Provide a Welcome Bag
Include a schedule and map of the area which shows the location of the rehearsal, rehearsal dinner, ceremony, reception, hotel and other key locations. Also include a little beverage, a simple snack and a hand written welcome note which includes the contact for your wedding planner so if they have any questions, they know who to contact.
People often make a little vacation holiday around your wedding. There will be a variety of interests so provide information for all activity levels. For example, some people may like to be active and are interested in golf, hiking or skiing while others may be interested in a fun place to get a signature cocktail while other might like to explore local shopping.
You want to make sure when people look back on your wedding, they have nothing but happy memories about the perfect day. One way to do that is to make lodging easy. It doesn’t cost you anything to reserve a block of rooms. The tricky part is to identify the best options in terms of price, quality and logistics for your guests.
If you have questions or need extra help, Perfect Events by Jan is always here to help you plan the perfect event or wedding.
Happiness and joy,
Let's talk about your perfect wedding.