If you're planing a large special event and are inviting a lot of out-of-town guests, consider booking a hotel room block for everyone. Not only are room blocks convenient, they can help you and your guests save money.
The most common types of special events and occasions that require guests to book hotel accommodations are weddings and family reunions. Loved ones and friends may also need to travel for your bridal or baby shower, a graduation or milestone birthday, or anniversary party.
When the guests arrive, it's important that they have a safe, comfortable "home away from home" for the duration of the event. You can make their lives easier by booking their hotel rooms for them, especially if you are more familiar with the location than they are.
Following are some tips for booking hotel room blocks for your next special event.
1. Decide on an Event Venue
Before reserving the hotel block, it's best to decide on an event venue first. You'll want to put your guests up in accommodations that are either within walking or short driving distance to where the festivities will be taking place.
In some cases, you can conveniently book rooms and a venue under the same roof. For instance, many larger hotels offer ballrooms or reception halls, which are ideal for holding wedding receptions and other types of celebrations.
For a more intimate special occasion, some bed-and-breakfast inns or boutique-style hotels offer both accommodations and event spaces, such as charming gardens and gazebos, and even country barns. A smaller venue will allow guests to mix and mingle more easily, while spending plenty of quality time together.
2. Book Rooms as Early as Possible
Right after you've reserved your venue, book your hotel block to ensure that there are enough rooms for everyone. This is especially important if the occasion takes place at a popular location during a busy time of year, such as the beach during summer.
Booking the rooms far in advance will also give you a better chance of negotiating a better price. After you've decided on a price that you agree on, sign a contract to seal the deal and lock in the rates.
3. Tell Your Guests
Once the hotel room block contract is signed, sealed, and delivered, don't forget to tell your guests about it. You can either include it in the paper invitation, on your event website along with transportation and logistical information, or in both places.
Let guests know of any room reservation cut-off dates, which may range between 20 to 60 days prior to the event.