What is a room block? A room block is when you reserve and set aside a number of rooms at a hotel for your out of town guests. We recommend setting aside a block rooms if at least 20% of your guests are coming from out of town. This is a huge help to your guests especially if you book the rooms at the hotel that you are having the wedding at or something near the wedding venue (ideally walking distance).
Why will your guests thank you?
– It will ease of all the transportation issues
-Some of your guests may not know the area well and will appreciate you looking into hotels for them
-You will be able to have all your guests in one location, this will give them the opportunity to meet and become acquainted with other wedding guests
Things to keep in mind when choosing a hotel for your guests:
– Location is major factor to consider when booking your hotel. As we mentioned above, try to book something near your wedding location or within walking distance. Also choose something near attractions and restaurants to give your guests something to do. Ottawa is known for its many attractions, check out this link with the top 10 things to do in Ottawa!
-Price is definitely the next thing to consider. Book rooms with different room types to give your guests a variety. Family or friends sharing rooms will mostly likely want rooms with double beds or pull out couches. Make sure the price point ranges in categories in order to give more options.
-Room types- As we just mentioned, ensure you get different room types to suit all your guests needs. You can get single rooms, rooms with double beds, suites, handicap accessible rooms, adjoining rooms. Please remember that a hotel will not always guarantee this but will try to accommodate this as much as possible.
Extra services and Freebies:
Most hotels may provide extra services if you block rooms with them. Make sure to ask your hotel.
- SHUTTLE SERVICE- Make sure its complimentary
- FREE ROOMS- Bridal suites are usually provided to the bride and groom, especially if the wedding is at the hotel itself. If not, most hotels will provide free rooms for every 10 rooms or 20 rooms booked. Find out and use this to your advantage.
- BREAKFAST AND PARKING- Find out if your hotel offers complimentary breakfast and free parking for your guests. This is a bonus if they do.
- BRIDAL SUITE- Some hotels may offer a bridal suite for the bride and the bridesmaids to get ready in. Find out if this is available to you, and how early you can check in.
Photo credit: Acorn to Oak Photography
Time to book that block
If you are in a large city with lots of hotels around the area you normally would not rush to book the space. We recommend booking your room as soon as you have booked your venue. If your wedding venue or event is located at the hotel, they would normally book the rooms at the same time as you booked your wedding venue.
A city that is as busy as Ottawa, we definitely recommend booking in advance to secure your spot.
Contracts
– Read through the contracts carefully. Some hotels may require your guests to call in to book the rooms themselves under the block. If a room is not picked up, they will release this at no extra charge. Others will have you be responsible for any rooms that were not picked up. A majority of the hotels will hold the spot up to 30 days prior to the wedding and release the rest. In this case you would not be responsible for rooms that were not picked up. READ THE CONTRACT.
Questions to ask before booking
- How many rooms can your facility accommodate- for those with large numbers
- What is the wedding group rate including taxes and fees?
- Is parking included? If not how much is it? -you need to let your guests know
- What time is check-in? What are your policies about early check-in? (Remember this is never guaranteed)
- What time is check-out?- For those that may want a late check out.
- Do you offer a courtesy block? What is the maximum number of rooms?
- If we need additional rooms, can we add to the block? What are the fees associated with this? Can I get it at the same rate?
- What would the cut-off be for adding rooms?
- What sort of amenities come standard (shuttles, breakfast, internet, gym etc?
- Is there a bar and restaurant onsite? What are the hours of operation
- Is there a minimum stay requirement?
- Do you have facilities to host pre- or post-wedding events onsite?
Welcome baskets for the guests
What to include in the bags:
– A list of things for the guests to do while in town
-Some snacks, especially after a long flight
-A nice souvenir for the couples to remember the city by
-A nice beverage (Does not need to be an alcoholic beverage)
-A thank you note
Hope you enjoyed all the information
Cheers!
RSVP Events | Ottawa Corporate & Event Planners
c: (613) 219-3552
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