Hotel Room Block

heatherjking

How far in advance should I contact the hotel to set up a room block and possibly a group rate for our guests?  I'm not having the wedding there, just recommending it to our out of town guests.  Also, does anyone have feedback from doing this at a Hilton Garden Inn?

Thanks!

NcsuPsych

I think we got our block set up about 5 months prior to the wedding and the rooms had to be booked 2-3 weeks prior to the wedding, otherwise the discount rates went back to the normal rate.

Just watch out for fees or anything. You shouldn't have to pay for any unused rooms, but some hotels will want you to do that.
Also ask about things like, if all of your rooms or booked but you need more, can you add more rooms? Is there any incentive to getting all the rooms booked? (All of our rooms got booked so DH and I got a room for free the night of our wedding). 
I'd also recommend blocking a variety of rooms (ex. we got 4 King's and 6 standard rooms blocked).

At this point, I think you're safe to go ahead and call the hotel and see what their policies are and what all you'll need to do

LeenieLane

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_chit-chat_hotel-room-block?plckFindPostKey=Cat:Wedding BoardsForum:14Discussion:41d47c19-edd7-4b0a-be29-7cbc751fa9abPost:c946148a-723b-4607-8a1a-6f18414d03bd">Hotel Room Block</a>:
[QUOTE]How far in advance should I contact the hotel to set up a room block and possibly a group rate for our guests?  I'm not having the wedding there, just recommending it to our out of town guests.  Also, does anyone have feedback from doing this at a Hilton Garden Inn? Thanks!
Posted by heatherjking[/QUOTE]

Hey Heather, I'm in CT, too! When is your wedding and how many guests are you expecting to have? The Hilton most definitely offers room blocks. The company I work holds a TON of conferences both in the ball room and in the area, and they are our hotel of choice. I'm not positive, but I think the block has a minimum based on if you use their ballroom for the function. The ball room in Hartford holds 400, and the minimum room block is 15, the max goes up to however many rooms are available for that night. To book in advance is wise! If you're using a different venue, the minimum before a discount kicks in may be higher.

You can call the hotel directly and just speak with the Sales department. They can work up packages for you based on your needs.

Hope this helps!

heatherjking

NcsuPsych - Thank you!  Those are great questions to ask and things to keep in mind as I wasn't really sure where to begin.

LeenieLane - Yes, that helps!  We just picked our date, 9/15/12.  Our guest list is currently at 75 people (may grow a little with additions from the parents, but cap is 90), of which about half is from out of the area.  We're looking at the HGI in Danbury since our wedding will be in Sherman, which is a 30 min. drive, but the hotels in New Milford and Kent area are super expensive and tiny (think inns or B&Bs).  Plus, I love their inclusive breakfast.

LeenieLane

I definitely don't think it could hurt to start planning the hotel accommodations. They usually offer a shuttle service (at least Hartford does), so hopefully you're within the radius of where they'll pick up/drop off at the venue. Check the Marriott and Holiday Inn - they are all within a few miles of each other and usually have shuttles available, too.

Good Luck & Congrats!

Avion22

I would have this done before sending out Save-the-Dates, if you plan on using them, or at least your invitations.  

We looked at our Hilton Garden Inn, and they would block rooms for us but at NO DISCOUNT from their normal prices.  Hampton Inn and Suites gave us a much better deal (about $20 off their normal rate for king rooms, and about $50 off their normal rate for suites).  

heatherjking

I'll check out some other hotels too, thanks ladies!  I guess it makes sense to "shop around".

NcsuPsych

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_chit-chat_hotel-room-block?plckFindPostKey=Cat:Wedding%20BoardsForum:14Discussion:41d47c19-edd7-4b0a-be29-7cbc751fa9abPost:568fab60-53c4-41e3-a9c3-bc190712a9bd">Re: Hotel Room Block</a>:
[QUOTE]I'll check out some other hotels too, thanks ladies!  I guess it makes sense to "shop around".
Posted by heatherjking[/QUOTE]

Oh it definetly helps to 'shop around'. You can compare one vs the other. You can also 'haggle' because the hotels are going to want your business. There will be a limit to how much you can push it, but it always helps to try and the worst they can do is to say 'no'. And if they do, walk away and use another place :) (if that makes sense).

jaschelle

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_chit-chat_hotel-room-block?plckFindPostKey=Cat:Wedding%20BoardsForum:14Discussion:41d47c19-edd7-4b0a-be29-7cbc751fa9abPost:c946148a-723b-4607-8a1a-6f18414d03bd">Hotel Room Block</a>:
[QUOTE]How far in advance should I contact the hotel to set up a room block and possibly a group rate for our guests?  I'm not having the wedding there, just recommending it to our out of town guests.  Also, does anyone have feedback from doing this at a Hilton Garden Inn? Thanks!
Posted by heatherjking[/QUOTE]
My FI and I have blocked 50 rooms at the Hilton Garden Inn in Addison Texas for our reception. I have researched nearly two dozen hotels in the area and they were the best by far.
1) Price was great
2) they were extremely professional
3) They offer a suite for the Bride and Groom at no charge!
4) They will deliver Welcome Letters, bags, and Itineraries  to all of your guests at no additional charge
5) They will provide transportation (shuttles) to and from your reception, in addition to anywhere within a 10 mile radius for your guests if they want to go to a restaurant or store- until 2am!!!
6) Oh and the Bride and Groom suite which is free also includes chocolate covered strawberries and champagne or wine.
7) They also include a FULL BREAKFAST made with real eggs and bacon (not dehydrated eggs or microwaveable bacon)

Obviously, we were very impressed with this hotel and what they had to offer us.
There is quite a bit more but to sum it up, I highly recommend them! :)

jaschelle

Oh I forgot to add- the time frame- the sooner the better!!! They will hold the rooms until 30 days prior to the event! Book them now if you can! That way they are not low on rooms when you think it's a good time to book!

jeffsgirl100612

I would start calling around now, just so your date isnt booked up by the time you get around to doing it. I actually just did this today on my lunch hour and I am 8 months out..