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Guest Room Blocks 101
When working with clients, wedding and event planners are often responsible for organizing group rates and room blocks for guests who will attend the event. Obtaining discounted rates or room blocks at 2-4 hotels is the standard for most events. Usually, clients would like to have an economical lodging option, a mid-priced location and a luxury option for their guests. Lodging options for guests should be located as close to the event venue as possible unless shuttles are being provided to and from the wedding or event. For weddings with different ceremony and reception locations, some clients prefer guests to stay closer to the ceremony site while others prefer guests to stay close to the reception location.
When inquiring about discounted group rates and room blocks, call or email the hotels and lodging properties to ask about discounted group rates and holding a block of rooms for a special event. Some hotels and lodging properties offer complimentary group rates with no commitment while others require a credit card, contract and guaranteed revenue to hold a block of rooms or offer a discounted rate. When obtaining a group rate or block of rooms, include a few days before and after the event at the discounted rate for guests who arrive early or stay for a few days after the event.
For hotels that offer complimentary discounts and room blocks, ask when non-booked rooms are released back into general inventory. Many will release non-booked rooms 30-60 days prior to the event which means guests will have to book in advance to obtain special rates. Also, inquire if there are fees to deliver guest welcome bags and if any shuttles are available for guests. Some hotels and lodging properties offer a complimentary room or upgrade for your client if a certain number of rooms are booked.
Have you had experience booking hotel room blocks or obtaining group discounts for clients?
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