HELP...Hotel cancelled our room block

malotts

Hi, I'm getting married in downtown Nashville on Nov. 3 and it's a destination wedding as everyone attending (including my fiancee and I) live in Illinois or further away. We booked room blocks at 3 downtown hotels, all within blocks of our ceremony/reception. The 3 combined to give us enough rooms with a small margin of leftover. All 3 waived the attrition clause in the contract and we signed and returned. That was all done back in February. 

The release date for the rooms on all 3 hotels was October 3, 30 days prior to the wedding. Since the time we booked, a couple major events have been added to that weekend, like the CMA awards and a home Titans football game. Now we find out that 1 of our hotels (with a block of 25) has released all of our rooms (we only had 1 booked so far for our officiant, b/c invites just went out a couple weeks ago) and booked them already to other people. The entire hotel is now booked. 

What should my next course of action be? Every other downtown hotel is already booked for that weekend and most of the hotels in the Vanderbilt area are already booked as well now. The nearest hotels are by the airport, not that great, and about 25-30 minutes away from our venue.

BostonGIrl4732

Did you sign a contract with the hotels saying they would hold the rooms?  If you signed a contract with them, it doesn't seem like they should be able to give your rooms away and break that contract.

Stackeye210

Review your contract carefully, I'm sure the hotel is making more money booking the rooms now rather than waiting until October to fulfill the block.  They risk of you coming back on them is probably worth just cancelling and booking for sure rooms.  Still worth checking though. 

Spread the word that you lost a hotel block, that you aren't sure how long the others will hold out and that it's in the guests best interest to book as soon as possible.  Otherwise you're just going to have to let adults figure out their own travel plans, you tried your best.  Not ideal to be 25 minutes away but maybe closer to the wedding they can call around again and scoop up and cancellations. 

malotts

We did have a contract, and have re-read several times. They claim that since the attrition clause was crossed out that it was just a courtesy block and that they could release them at any time, however that wasn't stated in any communication to us, nor was it in the contract. And no, it doesn't seem like they should be able to break the contract.

Of course they can make more money, they sold the rooms for nearly double what our group rate was. They also sold them 3 months before the date, I'm fairly certain they would have sold them fine within the final 30 days had we not used them all. And of course I can let our guests be adults and book their own, but a 25-30 minute cab ride each way isn't cheap, if they're figuring it out themselves it's not like I could provide a shuttle service too easily, and there's no place to really park near our venue, nor do I want any guests to drive. Most of them, if not all, should be past the point of being able to drive by the time dinner starts, let alone when the night ends.

AdeleDazeem

I don't know much about contracts, but as far as adults getting to and from parties, that is on them.  Seriously.  You don't get to dictate that they shouldn't be driving or that 25 - 30 minutes is too long.  Lots of people commute that distance to work, after happy hour, or just in daily life.  You have to trust adults to be adults.  I once drove 2.5 hrs from Philly to NYC and back for a wedding in one day.  ::shrug:: Such is life. 

Does it suck that people might have to stay further away? Yup.  I'd be stressing out about it, too.  But, I'd take Stacks' advice and contact as  many guests as you can and encourage them to book now.  If they miss out, then it's on them to find something else; most of them will get it.

abussen

I'd look into a stuttle service or if they have hotels near the airport ask if they have a shuttle bus that would be willing to make a pick-up for those guest at a point in the night. That would be covering you and if your guests decide not to take that shuttle back at least they had the option. 

Winnertag1

Could you look for a hotel that is further away/close to the airport and put a block on that & then look into getting a shuttle from that hotel to your venue? So you dont have to worry about your guests parking & what not? It's up to them whether they want to use it or not but they have the option. Let your guests know the situation and offer that as an option so more of them would be inclined to stay at that hotel?

WildMagelet

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_helphotel-cancelled-our-room-block?plckFindPostKey=Cat:Wedding%20BoardsForum:9Discussion:0784830e-a472-4152-841a-e461e07755f2Post:8eec81bd-f369-4ebd-b6f9-00996df45b89">HELP...Hotel cancelled our room block</a>:
[QUOTE]Hi, I'm getting married in downtown Nashville on Nov. 3 and it's a destination wedding as everyone attending (including my fiancee and I) live in Illinois or further away. We booked room blocks at 3 downtown hotels, all within blocks of our ceremony/reception. The 3 combined to give us enough rooms with a small margin of leftover. All 3 waived the attrition clause in the contract and we signed and returned. That was all done back in February.  The release date for the rooms on all 3 hotels was October 3, 30 days prior to the wedding. Since the time we booked, a couple major events have been added to that weekend, like the CMA awards and a home Titans football game. Now we find out that 1 of our hotels (with a block of 25) has released all of our rooms (we only had 1 booked so far for our officiant, b/c invites just went out a couple weeks ago) and booked them already to other people. The entire hotel is now booked.  What should my next course of action be? Every other downtown hotel is already booked for that weekend and most of the hotels in the Vanderbilt area are already booked as well now. The nearest hotels are by the airport, not that great, and about 25-30 minutes away from our venue.
Posted by malotts[/QUOTE]<div>
</div><div>NAL, so I'm not sure what legal recourse you really have.  I'm doubting that it would be worth the cost & hassle of court even if you have grounds.  I would just advise your guests of the circumstances and encourage them to book sooner rather han later.  When the time comes to fill out vendor reviews I would try to be objective and not overly emotional about it.  Are they at least honoring the group rate for the one person you did have book?

</div>

LoveyHowl

I wouldn't worry about losing the block at one hotel, but I agree with PPs that you should let your guests know that hotels are booking up very quickly because of the two big events going on that weekend, and that you should let them know that the one hotel is no longer honoring the room block and is fully booked.

If it makes you feel any better, I've been to many weddings for which there has been a room block at one or more hotels, and I've never used them. Many times it's because I want to pamper myself and stay at a better hotel, but other times I've been able to book on my own at the blocked hotel and get a much better rate than what they offer through the room block.

You're not required to reserve blocks of rooms for guests, and they're not required to use them. You are also not required to block enough rooms for 100% of the guests. If they miss out on blocked rooms because they waited too long, that's on them.

As for the hotel that disregarded your room block, I would speak to the manager about it and make your displeasure known. They might try to make it up to you with a free stay at a later date.

zoheret

I used to live in Nashville... check out the Music City Sheraton by the airport. It is actually really nice and not even close to a 30 minute drive from downtown. Calling to check about a shuttle is great advice. Opryland also has tons of rooms, but is more expensive.

Your situation would be really frustrating! I would probably call and complain to a manager about the inconvenience. Bottom line though, your guests will definitely be able to find accommodations elsewhere. I wouldn't stress too much on this matter

TheSlowskys

I would go up the chain of command as much as you can. If this is a chain hotel I would speak to their corporate office. Did you have any notice that they were releasing the block? If they don't honor their contract I think they should have at least given you the first opportunity to renegotiate their rate.

They are making more that weekend, but are taking a very shortsighted approach. A bad review could negate much of the benefit they got by releasing your block.

I would see if it is a chain and they have another hotel of they can provide a block with free shuttle service as compensation. In either event I would be on the phone w their corporate office trying to get a shuttle comped. It may not work but its worth a shot.

Edited: Autocorrect on my phone ruined my grammar.

ems27

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_helphotel-cancelled-our-room-block?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:0784830e-a472-4152-841a-e461e07755f2Post:41c18b5b-8e67-4d50-b28b-fb20b874ab50">Re: HELP...Hotel cancelled our room block</a>:
[QUOTE]I would go up the chain of command as much as you can. If this is a chain hotel I would speak to their corporate office. Did you have any notice that they were releasing the block? If they don't honor their contract I think they should have at least given you the first opportunity to renegotiate their rate. They are making more that weekend, but are taking a very shortsighted approach. A bad review could negate much of the benefit they got by releasing your block. <strong>I would see if it is a chain and they have another hotel of they can provide a block with free shuttle service as compensation. In either event I would be on the phone w their corporate office trying to get a shuttle comped.</strong> It may not work but its worth a shot. Edited: Autocorrect on my phone ruined my grammar.
Posted by TheSlowskys[/QUOTE]

This.  I am really sorry they released your block so early, but I would definitely be pissed off enough to call up the chain to get the shuttle for guests that end up having to stay further away!