Guide to negotiating your wedding hotel for guests

Planning a wedding is one of the most exciting adventures of your life. Every detail, from the flowers to the music, is a piece of the puzzle that will make up your dream day. But have you thought about your guests? Especially those traveling from afar to be by your side. Ensuring they have comfortable and affordable accommodations is a thoughtful gesture that won't go unnoticed.

Negotiating a block of hotel rooms can seem daunting, filled with contracts and terms that aren't always clear. But don't worry! We're here to guide you every step of the way. Think of us as that savvy friend who's been through it all and wants to share all her secrets with you.

This guide will walk you through the entire process, from initial research to signing the contract, so you can secure the best possible terms for your loved ones. In the end, you'll not only save your guests money and stress, but you'll also ensure your wedding experience is perfect for everyone, from beginning to end.

First Steps: Research and Planning

Before you start contacting hotels, it's essential to have a clear plan. Good preparation is key to successful negotiations. Don't worry, we'll break it down into simple steps.

Research and Select the Right Hotels

The first step is to create a list of potential hotels. Don't limit yourself to the hotel where you're holding the wedding, if it even has accommodations. Offering two or three alternatives with different price ranges is a fantastic touch for your guests.

• Location, location, location: Look for hotels that are conveniently close to the ceremony and reception venue. Think about logistics: Is it easy to get to? Is there public transportation nearby? A hotel within walking distance or a short drive will always be the best option.

• Read Reviews: Platforms like Booking.com, TripAdvisor, and Google Maps are your best allies. Pay attention to what other guests say about cleanliness, customer service, and the overall quality of the hotel. This will give you a real idea of the experience you offer.

• Consider the amenities: Do they have a pool, breakfast included, free Wi-Fi, or parking? These small extras can make a big difference to your guests' stay and make it much more enjoyable.

Calculate the number of rooms you need

This is one of the points that generates the most questions, but it doesn't have to be complicated. You don't need an exact number from the start, but you do need a realistic estimate.

1. Review your guest list: Do a quick count of how many guests are coming from out of town.

2. Group by families or couples: Think about how they will be distributed. For example, a family of four might need one room, while a couple will need another.

3. Apply the 80% rule: A good practice is to estimate that around 80% of your out-of-town guests will need accommodation. Of that group, 80% will likely choose to stay at the hotel you have booked.

Example: If you have 50 traveling guests, estimate that 40 will need a hotel (50 x 0.80). Of those 40, approximately 32 will likely stay in your block (40 x 0.80). This translates to about 10-15 rooms, depending on how they are grouped.

Don't worry if the number isn't perfect. We'll discuss how to negotiate flexible contracts later, allowing you to adjust the number of rooms. For more tips on guest management, see our complete guide to organizing guest accommodation.

Choose the best time to negotiate

Timing is crucial. If you contact too far in advance, the hotel may not yet have group rates available. If you wait too long, you risk no availability, especially if your wedding is during peak season.

The ideal time to start is usually between 6 and 9 months before the wedding. This gives you enough time to research, negotiate calmly, and provide your guests with the information in advance so they can make arrangements.

The Art of Negotiation: Strategies That Work

With your research done and the numbers clear, it's time for the moment of truth: contacting the hotels and negotiating. Remember, you're not asking for a favor; you're offering a significant business opportunity. Approach the conversation with confidence and courtesy.

Contact the Right Person

Don't waste time talking to the general reception desk. Your target is the group sales department or the event coordinator. Look for the direct contact information on the hotel's website or call and ask to be put through to the person in charge of wedding room blocks.

When introducing yourself, be clear and professional. Mention that you're organizing a wedding (don't forget to give the date!) and that you'd like to request a quote for a room block.

Master Negotiation Strategies

This is where your preparation pays off. Be clear about your objectives and be flexible.

• Leverage the power of the group: Your main advantage is volume. You're guaranteeing a certain number of bookings, which is very attractive to any hotel. Use this to request a group rate, which should be between 15% and 30% lower than the standard rate.

• Negotiate extras and benefits: Negotiation doesn't end with the room price. Ask about possible additional benefits. Some ideas include:

• A complimentary suite for you, the newlyweds, or for your wedding night.

• Breakfast included for all guests in the group.

• Free Wi-Fi if it's not included as standard.

• Discount on parking.

• Welcome bags: Ask if the hotel can store them and give them to your guests at check-in.

• Be flexible with dates: If your wedding isn't tied to a specific date, ask the hotel if they have any "off-season" weekends where they might offer better rates. Sometimes, moving the date a week or two can result in significant savings.

• Mention the competition: Don't be afraid to (politely) mention that you're considering other options. If you have a better offer from another hotel with similar features, use it as leverage. "Hotel X is offering us a rate of [price] with breakfast included. Is there anything you can do to improve your offer?"

The Contract: Read the Fine Print

Congratulations! You've reached a verbal agreement. Now it's time to put everything in writing. The contract is your safety net, so take the time to review it thoroughly.

Courtesy Block vs. Guaranteed Block

It's vital that you understand the difference between these two types of agreements:

• Courtesy Block: This is your best friend! The hotel reserves a number of rooms for your guests up to a cut-off date, usually 30 days before the wedding. After that date, any unbooked rooms are released back to the general public at no penalty to you. It's the safest option and the one you should always try to get.

• Guaranteed/Attrition Block: This type of contract obligates you to pay for a percentage of the unbooked rooms (usually between 80% and 90%). For example, if you block 10 rooms and only 5 are booked, you could have to pay for 3 or 4 empty rooms. Try to avoid this type of contract at all costs, unless you are 100% sure that all the rooms will be filled.

Key Clauses to Review

• Rates and Dates: Check that the nightly rate and block dates are correct.

• Cancellation Policy: What happens if a guest has to cancel? What if, in the worst-case scenario, the wedding is canceled? Make sure the conditions are reasonable.

• Cut-off Date: Confirm the deadline for your guests to book at the group rate.

• Attrition Clause: If you have a guaranteed block, carefully review what percentage of rooms you are obligated to cover.

• Agreed Extras: Ensure that all the benefits you negotiated (the complimentary suite, breakfast, etc.) are clearly specified in the contract.

Don't sign anything you don't understand. If you have any questions, ask for clarification. A good sales professional will be happy to explain each point.

Post-Negotiation Management

Once the contract is signed, your work isn't over. Now it's time to manage the booking and keep your guests informed.

• Communicate the information clearly: Create a section on your wedding website with all the information. Include the hotel name, address, group booking code, and booking deadline. Explain how they can make a reservation (by phone, online, etc.).

• Follow up: A few weeks before the deadline, send a friendly reminder to guests who haven't booked yet. Sometimes people simply forget. Our guide to managing the guest list can help you with this.

• Keep in touch with the hotel: Speak with your contact at the hotel regularly to see how many rooms have been booked. This will help you anticipate whether you'll need to add more rooms (if possible) or if you'll have a lot left over.

• • Handle unexpected issues: Is a guest having trouble booking? Is the code not working? Act as an intermediary with the hotel to resolve any problems. Having a good contact will make this task much easier.

Your reward: Happy and relaxed guests

Negotiating accommodations for your guests is more than just a logistical task; it's a way of showing how much you care. By taking the time to find the best options and conditions, you're not only saving them money, but also simplifying their lives and allowing them to focus on what matters most: celebrating your love.

Remember these key points: plan ahead, negotiate with confidence and kindness, read every detail of the contract, and communicate information clearly. If you follow these steps, the process will be much easier than you imagine.

And the best part will be seeing the smiling faces of your loved ones, all together and enjoying an unforgettable weekend, knowing that you've taken care of them every step of the way.