Reserve room blocks for your Baltimore wedding with ease—even if you’re not sure where to begin! Stay tuned as we uncover tips to reserve room blocks for out-of-town guests.
You’ve reserved room blocks for your Baltimore wedding, booked your venue and vendors, and finalized your décor details. You might think you’re all set for your wedding day to arrive. But if you are planning on having lots of guests from out of town, there’s one more step you may have forgotten!
Essential Tips to Reserve Hotel Blocks for Your Baltimore Wedding Guests
Reserving a block of hotel rooms for your out-of-town guests is a wonderful and helpful way to show them how much you appreciate their presence on your big day. Not only does it ensure that your guests will definitely be able to find accommodation for the days they will need it, but it usually also comes with a discount on room rates that you can pass on to them.
Photo: Pier 5 Hotels Curio Collection
We turned to Christopher Sikora of Baltimore’s fabulous Pier 5 Hotel for some insider advice on the process of reserving rooms for your wedding guests.
Q: What is the process to reserve room blocks for your Baltimore wedding What should a couple expect?
A: Either your wedding/catering specialist can handle the block or they will refer you to a group sales specialist who can set up the room block for you. Check to see if there are any major events on the day of your wedding, such as The Preakness, sporting events, college graduations, large conventions or any other events that will create a large demand on hotel rooms (New Year’s Eve is a great example).
Q: What important questions should a couple ask the hotel when seeking to reserve a block of rooms?
A: First, ask to read the room block contract. Check for an “attrition clause,” which means you’ll take financial responsibility for unsold rooms if a certain percentage of your block isn’t booked. For example, if you hold 40 rooms in a block with 80% attrition, that means you are guaranteeing 32 rooms will be purchased. And any below that, you will need to pay for. Most hotels will do 20 or fewer rooms with no attrition clause.
Along with rate, ask about room tax and any other destination or resort fees that are added to the room rate. In Baltimore, those can add 20% or more to the room cost.
Photo: Pier 5 Hotel Curio Collection
Additional questions include:
- Is the hotel pet friendly?
- What is the latest date to make a reservation while still having the rate/availability?
- Is there guest parking? If the hotel is hosting the wedding, the parking rate will differ for guests attending the wedding and those staying overnight.
- What are the cancellation policies? Are there any prepayment requirements?
- Does the hotel charge for having gift bags/welcome bags distributed to guests?
- What is the guarantee check in time?
- Is there transportation from the airport to the hotel for guests travelling by plane?
Q: What information about the hotel and reservations should couples pass on to their guests?
A: You should pass on all the hotel costs to your guests, not just the room rate. Let them know about parking, and how to access the group and rate. Some hotels provide a dedicated URL for group reservations, while others require guests to call a specific number. Some you can call the reservation number and just mention the group name.
Always advise your guests of the check in time! If there is a 4 pm check in, and the wedding is at 4 pm, your guests may not be able to get their rooms before your wedding ceremony! Some hotels may allow early check-in, but they do not guarantee it. Also, ensure the guest understands how to get from the hotel to the ceremony site if it is off-site. Are you arranging transportation (highly recommended)?
You should also communicate the cut off for group reservations. Ensure guests understand that the hotel does not guarantee room availability or rates after the cutoff date.
Occasionally, a guest may find a better rate on a third-party site like Travelocity or Priceline. However, these rates are fully prepaid, non-cancellable, and non-refundable. Guests should understand that such bookings do not count toward the room block. This could create issues for the couple if an attrition clause applies. Additionally, the hotel cannot modify these reservations. In contrast, group reservations are typically cancellable and paid at check-in.
Also, pass on what’s included in the reservation: breakfast? Parking? Most people will assume so, however most downtown hotels charge for these. Make sure guests know reserving a room in the block is not the same as RSVPing for the wedding.
Photo: Pier 5 Hotel
Q: Do you have any other insider tips to offer to our readers to make the room block process easier/more cost-effective?
A: Yes, make blocks at more than one hotel. Your guests will have different tastes and needs on their stay, some want to be pampered, some just want a bed. Be respectful of your guests’ budgets.
I can’t emphasize enough to research your planned wedding date to ascertain the hotel demand for that day. Hotel prices can vary wildly; in Baltimore you can get a nice room in January-March for one amount, but on Preakness Saturday or New Year’s Eve that room can balloon to significantly big bucks. Block just enough rooms to avoid attrition.
Holding your wedding in an area with many major brands of hotels will help your guests too, since some will cash in loyalty points to attend your wedding or have strong brand preferences.
Photo: Pier 5 Hotel
If your wedding is at a site that’s not a hotel, ask the hotels you have room blocks at if they will offer you a breakfast/brunch at a discounted rate, so you and your overnight guests can enjoy each other one more time before leaving. A hotel that also offers a mimosa/Bloody Mary bar is a nice extra touch too!
In conclusion, we hope these tips to reserve room blocks for your Baltimore Wedding helps you plan. Christopher Sikora’s expert insights make navigating room blocks for your Baltimore wedding seamless, ensuring your wedding guests enjoy comfort and convenience. With the Pier 5 Hotel’s exceptional service and prime location, securing lodging for your celebration has never been easier.