Key takeaways

• Start early and begin with a realistic room count; it’s often easier to add rooms than to pay for unused ones.
• Before you sign, confirm the cut-off date, deposit requirements, and whether any attrition penalties apply.
• Track pickup (how many rooms are booked) weekly so you can adjust, release rooms, and avoid surprises.
• Share one clear booking link or code, plus reminders, so guests don’t miss the deadline.
• Plan for overflow by listing a second option (or a “book anywhere” note) once the block sells out.

What is a hotel block?

A hotel block (also called a room block or group block) is a batch of rooms set aside for your event over a defined date range. Instead of each guest hunting for a hotel on their own, you point them to one or more recommended hotels and a simple booking method (a link, group code, or call-in number).

A hotel block refers to a group of reserved rooms set aside for guests attending a specific event.

Hotel blocks are most common for weddings, conferences, tournaments, reunions, and any gathering where guests are traveling from out of town. Beyond potential discounts, the biggest advantage is availability—especially during peak seasons or when multiple events are in town.

Types of hotel blocks

Courtesy block

A courtesy block is typically the lowest-risk option for the host. The hotel holds a smaller set of rooms until the cut-off date, then releases any unbooked rooms back into general inventory. This style is common for weddings and smaller groups.

Contracted or guaranteed block

A contracted (guaranteed) block reserves inventory more firmly and may be used for large events, peak dates, or when you need certainty. Because the hotel is holding more rooms (and potentially turning away other business), the agreement may include deposits, cancellation terms, and an attrition clause (financial responsibility if the group does not meet agreed room nights).

How many rooms should you reserve?

There isn’t one “correct” number. A practical approach is to estimate how many guests are traveling in, how many will stay overnight, and how many rooms those guests will share.

• Start with your out-of-town count (or anyone you expect to stay near the venue).
• Estimate room sharing (couples, families, roommates).
• Spread demand across nights (some guests arrive early or stay longer).
• Leave a buffer and consider starting smaller—then expanding the block if pickup is strong.

If you’re unsure, ask the hotel for a few block sizes and let pickup data guide your next move.

How to reserve a hotel block

1. Set your dates and priorities. Confirm your event schedule, peak nights, budget range, and must-have amenities (parking, breakfast, accessibility, shuttle options).
2. Shortlist nearby hotels. Aim for at least two options at different price points when possible.
3. Request a group proposal. Share the event type, expected room nights, preferred room mix (king/double), and whether guests will pay individually.
4. Choose the block type. Courtesy blocks can be safer; contracted blocks may be necessary for high-demand dates.
5. Sign a written agreement. Ensure the group rate, booking method, cut-off date, and cancellation terms are spelled out.
6. Publish booking instructions. Add the booking link/code to your event site, invitations, and reminder emails.

Negotiating rates and key contract terms

Room rate matters, but risk matters more. When you negotiate, focus on the full package: price, deadlines, flexibility, and fees. Common terms to confirm in writing include:

• Group rate (and whether it applies to pre-/post-nights)
• Cut-off date (the last day guests can book into the block before rooms are released)
• Attrition (if contracted): what pickup level is required, how damages are calculated, and when they are assessed
• Deposits and payment (who pays, when, and how incidentals are handled)
• Cancellation and change policy (including minimum notice windows)
• Perks (upgrades, welcome bags, breakfast, shuttle, parking, Wi-Fi)

Many agreements set a cut-off date around a month before arrival, but it may be negotiable depending on demand and your history with the hotel.

Managing reservations, rooming lists, and pickup

Most hotel blocks are “individual pay,” meaning guests book and pay for their own rooms. Your job is to track progress and coordinate special cases.

Track pickup

Ask your hotel contact for a weekly pickup update (and increase frequency as you get closer to the cut-off date). Pickup helps you decide whether to add rooms, release rooms, or send stronger reminders.

Maintain a simple rooming list for VIPs

If you’re covering rooms for speakers, family, or VIPs, keep a rooming list with names, dates, and any needs (ADA room, crib, late arrival). Share the final list by the deadline in your contract.

Communication with guests

Clear, repeated instructions make blocks work. Include the hotel name, the booking link or code, the dates covered, and the cut-off date. Also explain what happens after the deadline (rates and availability may change).

If you want a simple model for explaining why booking in the block helps the event, you can adapt the attendee-friendly language in PCMA’s guidance on room blocks and housing communication.

How to talk to your attendees about your room block (PCMA)

Handling changes and cancellations

Guest counts change. To stay in control, set expectations early and keep your hotel contact in the loop.

• Release rooms before the cut-off date if pickup is lower than expected.
• Ask for flexibility on the cut-off date or on releasing a portion of rooms closer to arrival.
• Clarify cancellation rules so guests know when they can cancel without penalty.
• Plan for sellouts by listing an alternative hotel or noting that guests may book elsewhere if the block is full.

Post-event follow-up

After your event, ask the hotel for a final pickup summary and confirm any charges tied to the contract. Then gather quick feedback from guests (check-in experience, noise, transport) so you can improve your process next time. A short thank-you note to the hotel contact helps build a smoother partnership for future events.

FAQs