Guests & Etiquette
Hotel Blocks: Everything you need to know
Courtesy blocks versus contracted blocks, the contract terms that carry the money, honest pros and cons of each, how many rooms to hold, and how to negotiate.
If a good share of your guests are traveling in, a hotel room block is one of the kindest things you can set up for them: rooms held near the venue, often at a better rate, all in one place. The question couples ask most is whether a block means they are on the hook for rooms nobody books. Sometimes it does, sometimes it does not, and the difference is in the type of block you sign. Here is how it works, and the honest pros and cons of each.
The two kinds of hotel blocks
A courtesy block (sometimes called a non-contracted or no-risk block) holds a set of rooms for your guests with no financial commitment from you. Guests book their own rooms, and any rooms that are not booked by a cutoff date, often around 30 days before the wedding, go back to the hotel. You owe nothing for the empty ones.
A contracted block (also called a guaranteed or attrition block) holds more rooms, often at a better rate, but you sign an agreement promising that a certain share of them will be booked. If your guests book fewer than that, you pay the difference.
So, should you expect a financial commitment?
Not always. Many hotels offer courtesy blocks for smaller groups, often up to around 10 to 25 rooms a night, especially outside their busiest dates. Larger blocks, peak-season weekends, and popular destination hotels are more likely to ask for a contract. The honest answer is that it depends on the size of your block, your dates, and how in-demand the hotel is. The good news is that you can ask, and you can negotiate.
The contract terms that carry the money
Attrition. This is the share of rooms you guarantee. A contract might allow 20 percent attrition, meaning you are only responsible if fewer than 80 percent of the rooms are booked. Ask for the most flexible attrition you can get.
Cutoff date. The date unbooked rooms are released. Earlier cutoffs are safer for you; later ones give guests more time. Make sure guests know the deadline.
Rate and dates. Confirm the rate applies for the nights before and after the wedding, not just the main night, so guests who come early or stay late get it too.
Comp rooms and perks. Some hotels offer a free room for a certain number of rooms booked, a free suite for the couple, or a welcome bag drop-off. These are worth asking about.
Courtesy blocks: pros and cons
Pros: no financial risk, simple to set up, and easy to open at more than one hotel so guests have choices at different price points.
Cons: usually fewer rooms, the rate may be less of a discount, and hotels may not extend the block if it fills up. Some hotels also release rooms earlier than you would like.
Contracted blocks: pros and cons
Pros: more rooms held, often a better rate, and perks like comp rooms or a suite. For a big wedding in a busy town, it can be the only way to keep guests together.
Cons: real financial risk if guests book elsewhere, stay with family, or cancel. It also means tracking how many rooms are booked as the cutoff date approaches.
How many rooms should you block?
Start with your out-of-town guests, then count households rather than people, since most couples and families share a room. Many couples find that roughly half to two thirds of out-of-town households end up booking in the block; the rest stay with family, use points, or book somewhere else. If you are unsure, start smaller. Adding rooms to a block is usually easier than paying for empty ones.
Tips for negotiating
Ask for a courtesy block first, even if the hotel mentions a contract. If you do sign one, push for lower attrition, a later cutoff, and the option to add rooms at the same rate. Get every term in writing. And consider two smaller courtesy blocks at different hotels instead of one large contracted block: guests get options, and you carry no risk.
Common questions
When should we set up a hotel block? Once you have your date and venue, ideally 8 to 12 months out, and before you send save the dates so the booking link can go on them or your wedding website.
Do guests pay for their own rooms? Yes, in most cases. The block just holds rooms at a set rate; each guest books and pays for their own stay.
What if our block fills up? Ask the hotel whether it can add rooms at the same rate. If not, a second nearby hotel is an easy backup.
A hotel block does not have to be a financial gamble. For most weddings, a courtesy block or two covers guests comfortably with no risk to you, and when a contract makes sense, the terms are negotiable. When you are ready, tell Our Day what you need and compare hotel block offers side by side.