If you are dreaming of a destination wedding, then your head is already swimming with resorts, wedding packages, and potential costs. We are here to help you sort this out and provide some much needed stress relief!
Coordinating travel arrangements for your group of guests requires careful planning. As a Destination Wedding Travel Planner, I will help you find a destination, resort, and wedding package that matches your wish list and spending plan as closely as possible. Once I narrow down the options for you and you make your resort choice, normally, I will assist you in confirming your wedding date and wedding package choice with the resort through a wedding day contract. From there, I will assist you with confirming a group rate for your wedding room block and begin educating and assisting your guests on how they can book their room in your contracted room block. To ensure the best fit for you and your guests, two contract options are available to accommodate your type of group, number of travelers, and flexibility of schedule.
WHAT IS A ROOM BLOCK?
Typically a group of 10 or more guest rooms that resort puts on hold at a specific “negotiated” rate for a group of people. While room blocks normally need at least 10 rooms or more to qualify for the potential special rates or concessions, some hotels will actually provide this with only 6 rooms.
These “negotiated rates” are typically a standard rate (sometimes discounted) set by the hotel or management company for wedding groups. So..in essence, they aren’t really negotiated haha.
Once this has been set up, you will either be given a link or promo code for your guests to book into your group. As a Destination Wedding Travel Agent, I would help all of your guests with booking and coordinating details for travel.
Traditional OR CONTACTED groupS
This is the perfect booking option for travelers that are traveling on the same itinerary who need a flexible payment and cancellation policy for the entire group. This option typically has more perks associated as there is a contact made with the hotel or tour operator.
A traditional group typically consists of:
10 or more rooms (20 or more people)
All traveling together (but with various date combinations)
Set price for all travelers with pre-reserved room block inventory!
This option requires a signed contract with the resort in order to pull guest rooms out of inventory. In this contract, you will need to guarantee that a certain amount of the rooms will be sold or you’ll have to pay for them regardless. The contract will state the nightly rate based on occupancy, the amount and type of rooms available to book, and the repercussions of not booking all of the rooms in the block. This consequence is often called an attrition clause.
An attrition clause is when a group doesn’t live up to the room block agreement and payment is required to make up for the rooms not booked. For example, some high traffic hotels might have a 90% guarantee, meaning that you must book 90% of the total rooms in your block. So, if you’ve requested the resort to block 10 rooms in the contract, then you will be financially responsible for 9 of them, even if they are not booked by your guests.
As a destination wedding travel agent, I will oftentimes negotiate something called a “drop date”. A drop date is normally about 6 months or so before your wedding. This allows you to return any un-booked rooms in your room block, with no penalty, so you’re not responsible for them. This is my job so try not to worry too much about it!
Flexible and courtesy Groups
They're ideal for small groups of 10 or more who want to vacation together at the same resort, yet need flexibility with their travel dates, flights, length of stay, or who may be traveling from different cities.
No need to sign a group contract!
Guests can book from any origin and the hotel will still see them coming as one group
You can customize every booking to the clients' individual travel needs
Sometimes resorts will offer what is called a Courtesy Room Block, which is a block of a certain number and type of rooms that the hotel has set aside for you as a “courtesy”. You’ll sometimes be given a special rate for these rooms, but not always. These rooms do not have to be financially guaranteed that they will be booked by you or your guests. Even though you are not financially responsible for these rooms getting booked, you may still be asked to sign a contract.
The contract outlines that the hotel will hold these rooms for you at “x” rate and the date the rooms will be released to the public. After the rooms are released, your guests will not be able to book a room at the terms offered in your room block contract. Generally, hotels will offer 10 or so rooms on a courtesy room block, but it all depends on the specific hotel.
Why CHOOSE a Contracted group when a Courtesy or flexible group has no penalties?
Courtesy room blocks may not be offered at the resort that you have chosen for your wedding. Mid to higher end hotel chains and most all-inclusive resorts will not offer a courtesy room block as an option. This is most likely found at a lower end hotel or resort.
Another reason to book a contracted room block is that the hotel or resort is at risk of booking up leaving your guests with no room availability for your wedding date. This could happen due to booking a busy hotel that fills quickly or the date chosen is during a busy week or weekend. Unfortunately, most guests will wait until the last minute to book their room. If you didn’t set up a room block, then they may not be able to come to your wedding.
You require several rooms for your wedding group. Again, if your guests wait until the last minute to book, the rooms may be gone, and they may not be able to come to your wedding. Couples sometimes think that blocking a large quantity of rooms will give them negotiating power. If the number of rooms that guests book are not guaranteed, there is more risk from the resort’s perspective. The more rooms you request, the less favorable the contract terms will be in most cases.
WHEN SHOULD WE SET UP THE ROOM BLOCK?
Once your destination wedding location is confirmed, you should set up the room block for your group. The booking rate and payment terms are likely to be more favorable the sooner you contract your wedding room block with the resort.
More questions? Check out part 3 of my destination wedding series with some frequency asked questions here OR email me at lauren@thatblondetravels.com.
Why Choose ME
Lauren Bailey Travel and Event Co. (That Blonde Travels, LLC) is dedicated to ensuring your experience, as well as your guests, is seamless from start to finish. When reserving your destination wedding with us, you'll enjoy:
Flexible deposit, payment, and cancellation options
The best vacation prices—including hotel and activities
Complimentary room upgrades and money-saving offers based on group size
Customized itineraries and group activities
Group Travel Protection Plan, protecting your travel investment
You'll receive professional, personalized one-stop-shop service
To get started schedule your complimentary consultation today!
