Hotel Blocks & Guest Accommodations: What Couples Need to Know

Guest experience is an important part of wedding planning, and for many couples, that means coordinating hotel accommodations for family and friends. Whether you’re hosting a destination wedding or simply have out-of-town guests, reserving hotel room blocks can make travel logistics smoother, often with added perks.

This week on 52 ‘Til I Do, we’re breaking down everything you need to know about securing hotel blocks, why they matter, and how working with a travel agent can simplify the process.

If you’re unsure how to handle accommodations for your wedding guests, this guide will walk you through why hotel blocks are a game changer and how to set them up.

Looking to get connected to a great travel advisor for free? Reach out to Steven Sheldon, our special guest and go-to travel advisor! 

What Is a Hotel Block?

A hotel block is a reservation of multiple rooms at a hotel, typically set aside at a discounted rate for your wedding guests. Instead of guests booking individually at varying prices, a hotel block allows them to stay in the same location while securing a consistent rate.

Hotel blocks can be reserved at one or multiple hotels, depending on your guest count and budget considerations.

Why Are Hotel Blocks Important?

✔ Guarantees room availability – Ensures there are enough rooms for your guests, especially during peak travel seasons.
✔ Offers discounted rates – Guests typically receive lower prices than if they booked on their own.
✔ Simplifies transportation & logistics – Having guests stay at the same location makes shuttles, carpools, and wedding-day coordination easier.
✔ Creates a built-in guest experience – When guests stay together, they can mingle before and after wedding events, making for a more connected celebration.

How to Set Up a Hotel Block

Setting up a hotel block isn’t as simple as calling a hotel and reserving rooms—hotels have different policies, requirements, and pricing structures. Here’s how to approach the process:

1. Determine How Many Rooms You Need

• Look at your guest list and estimate how many out-of-town guests will need accommodations.
• Consider family dynamics—some guests may prefer to share rooms, while others will want their own space.
• If you're unsure, start with a smaller block and add more if needed.

2. Choose the Right Hotel(s)

Not all hotels work the same way. Consider:

• Proximity to your venue – Guests should be able to reach your wedding location easily.
• Variety of price points – Offer at least two hotel options if you have guests with different budgets.
• Amenities – Look for perks like free breakfast or parking.

3. Understand the Different Types of Hotel Blocks

Hotels offer two main types of blocks:

1. Courtesy Block (No Financial Commitment)

• Rooms are set aside for guests, but there’s no penalty if they aren’t booked.
• Typically, rooms are released back to the public if not reserved by a certain date.
• Best for smaller weddings or when you’re unsure how many guests will book.

2. Guaranteed Block (Financial Commitment)

• You commit to a set number of rooms and are financially responsible for any unbooked rooms.
• Sometimes offers deeper discounts than a courtesy block.
• Best for large weddings where a significant number of rooms will be used.

4. Sign a Contract & Communicate with Guests

• Read the cancellation policies and make sure you understand when the block expires.
• Include booking instructions in your wedding website or invitations so guests know how to reserve their rooms.
• If your hotel offers perks (such as free breakfast or a shuttle), highlight those to encourage guests to book within the block.

Why You Should Work with a Travel Agent

Many couples assume they need to handle hotel blocks on their own, but working with a travel agent or hotel block specialist can make the process easier, faster, and more cost-effective.

Benefits of Working with a Travel Agent for Hotel Blocks

• They negotiate better rates – Agents have established relationships with hotels and can secure deeper discounts and added perks for your guests.
• They simplify the process – Instead of calling multiple hotels, comparing pricing, and handling contracts yourself, an agent does the work for you.
• They offer additional support – If guests need to extend their stay, modify reservations, or have special requests, an agent can assist them directly.
• Many of their services are complimentary to you– Travel advisors make commission directly from hotels, making their services to you free!

Key Takeaway: Instead of spending hours calling hotels and comparing options, let a travel agent or specialist take care of the details so you can focus on other wedding plans.

Looking to get connected to a great travel advisor for free? Reach out to Steven Sheldon, our special guest and go-to travel advisor! 

Additional Tips for Managing Guest Accommodations

✔ Book early, especially for peak seasons – Hotels fill up fast during busy wedding seasons, so secure your block at least six to nine months in advance.
✔ Consider transportation needs – If your venue is not walkable from the hotel, think about shuttle services or providing parking details.
✔ Set a clear booking deadline – Hotel blocks usually expire 30–60 days before the wedding, so remind guests to book before the cut-off date.

Final Thoughts

Securing hotel blocks is one of the best ways to support your wedding guests. Whether you’re hosting a destination wedding or simply accommodating out-of-town friends and family, having a structured hotel plan keeps everyone on the same page.

Working with a travel agent, like Steven Sheldon, makes the process a bit easier, ensuring you get the best rates, perks, and contract terms while saving you time.

For a full breakdown on hotel blocks, accommodations, and why working with a travel agent can help, listen to the full episode of 52 ‘Til I Do on Spotify or Apple Podcasts. 

Have more hotel-related questions? Send us a message at hello@marryment.com or get in touch on our social media—we love helping couples navigate this part of wedding planning!

Photo Credit to JNA Visuals

‍Marryment proudly serves couples all across Chicago and the surrounding Chicago Suburbs including popular areas such as Schaumburg, Elmhurst, Naperville, Evanston, Joliet, Oak Park, Skokie, Barrington, Downers Grove and Northbrook, to name a few. We also love destination weddings. We'd love to be a part of your wedding day! Schedule your free planning call with us today.