How to Negotiate Wedding Hotel Room Blocks

Contact hotel sales departments at least 12 months out to request a 'courtesy block,' which secures rooms for guests without requiring you to pay for unsold rooms. Always prioritize hotels within 10 minutes of your venue and demand a written contract outlining attrition rates and cutoff dates.

1. Identify your guest count. Calculate how many rooms you actually need, not how many guests you have. A good rule of thumb is to assume 1 room per 2.5 guests. Start by blocking 75% of that number to avoid high attrition fees.
2. Request a 'Courtesy Block'. Ask specifically for a 'courtesy block' or 'non-guaranteed block.' This means the hotel holds the rooms for your guests at a set rate, but you aren't financially responsible if the rooms remain unbooked.
3. Define the cutoff date. Negotiate a cutoff date 30 to 45 days before the wedding. This gives guests enough time to book but allows the hotel to release unsold rooms back into their general inventory so you aren't stuck with a bill.
4. Review the attrition clause. If you are forced into a 'guaranteed block' (where you pay for unsold rooms), ensure the attrition clause allows you to release at least 20% of the block without penalty 30 days prior to arrival.

What happens if guests don't book the block?

If you signed a courtesy block, nothing happens; the rooms are just released to the public. If you signed a guaranteed block, you are liable for the cost of the unused rooms.

Should I pick a hotel with a shuttle?

Yes. Prioritize hotels that offer a complimentary shuttle. If they don't, budget an extra $500–$1,200 to hire a private shuttle service for the night of the wedding.