Hotel Block: potential to upgrade rooms

andra loves andre

The hotel we are considering recommending to our guests gave us a preferred rate with an added bonus: if 10 or more rooms are booked, all guests get a free upgrade to a whirlpool suite (or guests can upgrade on their own for an extra fee).

I'm pretty sure we'll get 10 or more rooms, but obviously I cannot guarantee it. I was wondering how to put this little gem on the accommodations inserts. The way I'm thinking, there's no reason for guests to pre-pay for the upgrade if we might reach the 10 rooms, and I don't want them to waste money doing so. 

Is there a way for me to politely say that guests who'd like to upgrade should wait until the numver of hotel rooms are confirmed, as they might not need to pay to upgrade in the end? 

I'm a bit confused as to how this would work, so any help would be appreciated.

Thank you!

kaos16

Maybe you can just put on your website what the hotel told you about how if 10 rooms are booked the upgrade is included.  Maybe include what day the block is being held until so that people know that after that date they may be responsible for their own upgrades.

Summer2011Bride

If I were in this situation, I probably wouldn't say anything right now. I'd pass on the info about the hotel block. I would just be worried that if I put the ten rooms=upgrade thing it would seem like I was pushing for people to stay there and/or guests might feel pressured to book at that hotel even if they weren't planning to ahead of time.

If you get the ten you need, will they upgrade them automatically at check-in? I would talk to the hotel and see if they can do that. I would personally never turn down a surprise free upgrade, and if a guest really didn't want the upgrade at check-in, they could just turn it down.

ETA: If someone does upgrade on their own and then later you get enough for free upgrades, would the hotel refund them the price of the upgrade? I think you should discuss it further with the hotel.

wadingmoose

I probably wouldn't say anything at all.  If I wanted to upgrade to the whirlpool suite and didn't hoping for the free upgrade, it would inconvenience me to have to call back later and upgrade on my own.  So I'd probably just do it anyway if that were my plan, if that makes sense.

Do ask the hotel what they do if someone books the whirlpool room and then the free upgrade happens.  A happy discount at checkout (or check in) would be better than all that is involved for both you and them.  The last thing you need/want to be doing is managing the hotel rooms and communicating with your guests to let them know whether or not the free upgrade is happening or not, you know?  Let the hotel deal with it and worry about other things.

andra loves andre

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_hotel-block-potential-to-upgrade-rooms?plckFindPostKey=Cat:Wedding%20BoardsForum:9Discussion:4ec20ec8-a0c5-428c-9f9c-03725a7b0e13Post:8ce887de-78ed-48e2-9089-8704b8290c61">Re: Hotel Block: potential to upgrade rooms</a>:
[QUOTE] ETA: If someone does upgrade on their own and then later you get enough for free upgrades, would the hotel refund them the price of the upgrade? I think you should discuss it further with the hotel.
Posted by Summer2011Bride[/QUOTE]<div>
<div>
</div><div>Hmmm, didn't think of that, it's definitely something that I have to ask! It would make things SO much easier if this were the case!</div><div>
</div><div>Maybe if we get 10+ rooms, we could just use our wedding website to announce that everyone who has booked and everyone who plans on booking from now on will have the free upgrade (and only do this once we have confirmed 10+ rooms)?</div><div>

</div></div>

maadee91

I agree that happy surprises are preferable to trying to explain the situation to your guests. I work at a hotel and can testify that sometimes it's crazy hard to explain things that may seem simple... you would probably end up confusing guests and wish you just let them book the rooms as they normally would. The hotel *should* be willing to give that refund if applicable (I know that we would). That way, when guests are checking in, they will be surprised with either a 1) free upgrade, or 2) a lower price than expected.

Maybone

I wouldn't say anything at all.  I know the hotel promised a free upgrade, but what if so many people stay at the hotel that they can't fufill the promise.  It'd be better for it to be a suprise at check-in then a promise you made that falls through. If your guests choose to stay at the hotel, then let it be based on the room they choose.

I would also ask about those who pay for an upgrade ahead of time and what happens if it becomes free for all. 

DMoore421

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-boards_etiquette_hotel-block-potential-to-upgrade-rooms?plckFindPostKey=Cat:Wedding BoardsForum:9Discussion:4ec20ec8-a0c5-428c-9f9c-03725a7b0e13Post:9c2117d2-1971-4dc8-ad0a-45ffdab69ac7">Re: Hotel Block: potential to upgrade rooms</a>:
[QUOTE]I wouldn't say anything at all.  I know the hotel promised a free upgrade, but what if so many people stay at the hotel that they can't fufill the promise.  It'd be better for it to be a suprise at check-in then a promise you made that falls through. If your guests choose to stay at the hotel, then let it be based on the room they choose. I would also ask about those who pay for an upgrade ahead of time and what happens if it becomes free for all. 
Posted by Maybone[/QUOTE]
  I agree with this - obviously the hotel does not have all whirlpool rooms- if you end up with more people with room than they have whirlpool rooms - then what happens?

andra loves andre

Thanks all for your input. I guess I'll just keep quiet about it and let guests enjoy the potential surprise at check-in