Philadelphia Wedding Room Blocks: Tips for Booking Guest Rooms
Booking hotel room blocks for your Philadelphia wedding might seem like just another detail, but it makes a big difference for out-of-town guests. With so many moving parts in wedding planning, here are a few simple tips to make reserving rooms easier and stress-free.
In general, hotels often extend discounts off their regular room rates to guests who reserve a group of rooms. The bulk rate typically refers to a minimum of 10 rooms, however, each hotel may have their own magic number. The more rooms, the less the rate per room usually, equating to savings for you and your wedding guests.
Photo credit: Hotel West & Main
A Step-by-Step Guide to Hotel Room Blocks in Philly
Contact Group Sales
The group sales manager is the appropriate contact to make a plan and negotiate rates. Call several hotels you are interested in advance in order to see their proposal. Of course, let them know the amount of rooms, date range and that you wish to reserve a block. If you are using the hotel for your ceremony or reception, make sure to mention that as they may have an additional special or promotion that will benefit you.
Account Setup
Discuss with the representative whether guests will pay for their own hotel rooms, or if they should be charged to a master account. If it is the latter, specify exactly which charges are authorized for this account.
Arrangements
Decide whether guests will secure their own hotel reservations or whether you will make the arrangements.
Promo Code
Obtain a group code from the customer service representative for your guests who make their own reservations. Place the promo code on a card in your invitation suite. Share the reduced rate, how to book, and the reservation deadline.
Contract
Obtain a signed group sales contract that specifies all of these details in writing. Read the document thoroughly to ensure it matches the rates and details that were discussed.
Follow Up
On a final note, remember to keep close communication with your guests and update the sales rep with any changes in your group reservations. Like your caterer, most hotels will require a final guest count just before your wedding, and some may charge you for any rooms in your block that go unbooked.
Booking hotel room blocks for your Philadelphia wedding isn’t just another detail—it’s a guest-experience upgrade. With the big pieces in motion, use these tips to secure great rates, simplify logistics, and help your out-of-towners feel cared for from check-in to “I do.”
