Wedding Planning: Room Blocks

'Tis the season for getting engaged. More than 25% of each year’s wedding proposals come from the holiday season between November and December. And while the planning stages might not be here quite yet, this might be some information to keep in your pocket!

 

Q & A About Room Blocks

Whether you have 10 invitations going out or 500, there are certainly people that will need a place to stay the night of your wedding... whether it's because of the long travel times or because you budgeted in an open bar. Keep in mind each hotel and area will have a different system for blocking rooms... but, if you are in or around the area of Malone this is how you would get your ducks in a row at the Holiday Inn Express & Suites

What is a room block?   

A room block is a set of rooms that have been set aside for you and your guests in advance for your wedding, whether it is for just the night or for the weekend. Other people outside of your party cannot reserve one of these "blocked out" rooms on your event date until after it has been released back into inventory.

What are the benefits of blocking rooms?

•Guests can receive special room rates

•Rooms are guaranteed to be available

•Wedding guests stay in one location which makes it easier for them to socialize and coordinate transportation to wedding events

•Hotel can distribute welcome bags

•Possible perks for wedding couples, such as complimentary rooms and upgrades

•Directions and information about the hotel can be included with the invitation, on wedding websites, etc. so guests can get acquainted with the area and find their way around

•Convenience – it is easy for guests to book their accommodations

How does a room block work?
The idea of a room block is to make the process simple. The person in charge of the event (bride, mother, MOH) calls the hotel and states they want to block out rooms for their event. The hotel will then set aside the rooms according to a few different factors: types of rooms needed, length of stay, price or perks, etc. Guests of the event can then call into the hotel, mention their block name, and be guaranteed their room.

Who is responsible for payment? 

This depends on the type of block that is being set up. In the end, however, each individual guest is responsible for their own room. 

How much of a discount is given?
Cost is dependent on many things -- the time of year, guests who have already booked rooms, how many rooms are being blocked, types of rooms needed, and how far out the block is reserved. It’s important to keep in mind that more rooms does not mean a better discount and you should inquire with your sales agent at the hotel.

What are things I should consider before getting a room block?

• There are minimum requirements in order to qualify for discounts or upgrades.
• It is important that you only contract for the number of rooms that you will definitely need. Depending on the number of rooms needed, the couple may be financially responsible for any unfilled rooms.
• The room rates are only valid for a short period of time. It is important that guests are aware that there is a time-frame to reservations.  Since rates fluctuate frequently, it is important to contact us when you are ready to make a decision on your room block, otherwise the rate is subject to change.
• Guests must mention that they are a part of the block, otherwise the hotel can not guarantee that they will be given the same discounts.

What information do I need before calling to set up a block?
You can call to inquire about a block at any time, but when it is time to set up the actual block, you will need to know details such as your wedding date, time and venue of the event, how many (definite) rooms will be needed, and dates that rooms will be used. 

Important terms to know when booking a room block:
Room Block: The set of rooms that have been put aside for your wedding guests to reserve.
Release Date: The date guests have until to call to reserve their room. After this date rooms will be available to the general public and can not be guaranteed to be available or at the agreed upon rate.
Attrition: A clause that may be added to a hotel contract that the couple guarantees a specific number of rooms; if these rooms are not filled the couple is financially responsible to pay for the unused rooms.
Change Fee: A fee that may occur when the number of rooms, dates, or type of room is changed within a specific time period.

 As always, rooms and blocks depend on a number of factors. For specific questions or inquires, please contact the hotel.  Don't forget all the amenities that your guests will have when they stay at the Holiday Inn Express & Suites!

4 Tips to Keep Your Ceremony Running Smoothly

There are many things to take into consideration when planning, and eventually, hosting a wedding. Here are 4 tips to help keep your ceremony running smoothly from the behind-the-scenes side.

1. Advance Notice

Of course you have to book your reception area in advance, and 8 months to a year ahead of your date is a good rule of thumb. But don't forget the other people and places that should have notice of your big day.

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1. The Hotel: If you're wedding isn't at a hotel, don't forget to reserve some rooms for yourself and your bridal party at a hotel. If privacy isn't your number one concern, make sure to reserve some rooms for your guests as well. The last thing you want on your wedding day is to worry about how your guests are getting home. Just call the hotel and ask to set up a wedding block and they will walk you through the process. Depending on the area and the season, 3 months to a year is normal.
2. The Officiator: Whether it is a pastor, justice of the peace, of friend, make sure that they know not only what day your wedding is, but what time it is as well. Especially during wedding season, pastors have a lot of requests to officiate--if you are in a small area you want to make sure that you have who you want uttering "by the power invested in me." (Think Joey from Friends.)
3. Entertainers: Again, the DJ and/or band should be a no-brainer to book in advance. But don't forget other people in this industry, from florists and decorators to bartenders and caterers.

2. Extra, Extra... 

Even planning a pizza party requires special math (add an extra slice per person, round to the nearest 8-multiple and add an extra pie) and the same goes for your wedding.

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1. Food: The obvious thought on extras. If people RSVP'd to a chicken or fish dinner, make sure you have a few extra of each because you can't plan for someone who "woops, I checked the wrong box and I'm allergic to fish."
2. Seats: Whether you have seating arrangements or not, there will almost always be some hiccups in the number of tables and chairs needed. Having a few tables ready in the reception area (even if they aren't set up) saves the banquet hall from having to leave your guests unattended to or, even worse, not having the tables available. And on that note... extra tables means extra centerpieces!
3. Decorations: Chances are you have compiled a tremendous amount of decorations for this day, from centerpieces and fabrics to lights and hangings. And it looks beautiful. But don't let your toils be underscored when you have a drab hallway or bathroom. Take a few extra flowers and fabrics along, just in case those extra rooms aren't looking up to par.
4. Costs: This is a biggie. Don't forget the extra costs that don't show up right on the bill. This includes tips not only for your servers and bartenders, but for all your service-people.

3. Even Santa has a Handler

Elves don't just accompany Santa for the fun of it... they are there for a reason, because you can't just hand Santa a check. Elves are there to make sure Santa gets paid, keeps the kids calm, and tells Santa when it's time to go because the Reindeer are getting antsy. Make sure that the bride and groom have a point person to take care of the "un-eventfuls."

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1. Paying your vendors: Just like Santa can't take a check, a bride or groom shouldn't be worried about finding who to pay and when. Have the checks ready, and if it's not possible to pay beforehand, make sure there is a specific person in charge of handing the check over.
2. Timing: Weddings are fun, and sometimes you get caught up in the event. If you have a plane to catch for a honeymoon or your venue has a strict rental policy, make sure someone is keeping track of the time. Watch-peeking isn't very flattering on the stars of the party.
3. Places: Everyone has their places at a wedding, but almost certainly everyone will have questions about their places as well. Ushers help guests who need to find their seating, but don't forget about the bridal party who might be slightly jittery about their walking order or the officiator who isn't sure what door to come in. Have a level-headed person keep everyone going where they need to be going.

4. It's your party...

And you could certainly cry if you want to, but why waste the energy? Remember to have fun. This is your day and so what if someone didn't reserve their hotel room in time or the filet was medium-well instead of medium-rare. Everyone came to celebrate your special day, and smiles are contagious. If things didn't go perfectly, people are much less apt to remember the snafoos if they remember how happy the couple was together instead.

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