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Hotel Block Nightmare

NYBride25NYBride25
10 Comments
in Destination Weddings Discussions
so everything was set - I had the wedding reception all negotiated, even found a great rehearsal dinner spot at the hotel's restaurant, etc. We were about to sign the contract and then we started talking about the hotel block, which I thought would be easy. We got a great rate for our guests that we were satisfied with. Then we were informed that this hotel does not do release dates for room blocks. Meaning if I block 30 rooms, but only 20 rooms are taken, I am responsible for the 10 rooms. I know hotels do this for corporate gatherings and yes, it is their busy season, but we even asked if we could either a) hold the block for the next 2 months only (wedding is in march, giving plenty of time for them to sell any unbooked rooms), or b) give us a block with no release date for 20 rooms (which we know we'll fill) and then give us an additional 20 rooms with a release date. They refused. We have escalated it to the corporate level - but they still have refused.  I am not sure what to do. If they are driving us crazy now, who know what kind of crazy policies will turn up during the wedding planning. What stinks is that I made a trip down to Puerto Rico and have planning around this location and date for about 6 weeks now. Our friends and family are ready to book. There is another hotel nearby that will be more flexible on the room block, but it is much pricier for the actual reception. AGHHH.What should we do??
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Re: Hotel Block Nightmare

  • CNN in 2010CNN in 2010 member
    100 Comments
    If you know you're having 20 guest that will fill the room block then just reserve 20 rooms and then if you have more guests that want to attend they'll have to pay the different rate. Or if you really want to take on the task you can contact all your guests through an email or what not and tell them your situation then ask them to give you an early rsvp. This way you can block the exact amount of rooms you need according to who has rsvp'd that they will attend. Sorry you're having to go through this... they never make it easy :o(
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  • ginaherman6ginaherman6
    100 Comments
    What hotel are you trying to book? You might be able to find a better rate through a TA and not have to sign a contract. Or if you don't mind a little extra work I found a really good rate - cheaper than any TA or room block - on Expedia.com, Priceline.com or Travelocity.com. It's worth it to see if you can find something better. Just be careful you don't do a room block if you choose to find better deals - there will be a clause that the "special" is not valid for group events, i.e. events with a room block.
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  • NYBride25NYBride25
    10 Comments
    It's an Intercontinental Hotel in San Juan. They are a franchise hotel in San Juan, so make their own rules. I don't want my guests to have to pay different rates just because the hotel is not being flexible. I don't understand their reasoning. There is no reason they shouldn't give us a release date or even be open to discussion about it. We would be giving them a lot of business - they are acting like they don't want it.  The rate we got is better than any rate we'd fine online - it's peak season there, so I very highly doubt anybody would be able to find a lower rate than the block (we've been going to this hotel for years, and know what the rates generally have been). 
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  • ginaherman6ginaherman6
    100 Comments
    I think it would definitely be worth it to at least check it out. Most of the TA's I talked to gave the same rate as the room block I was offered at the Wyndham. Travelocity and Expedia offered almost $100 off per night from those rates, so it couldn't hurt to look. Email me if you'd like and I can send you some links... ginaherman6 at yahoo dot com
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  • eminindyeminindy member
    10 Comments
    I work in a 600 room hotel and know that our sales team is almost always open to discussion. I am surprised they won't cross the attrition out of the contract, especially if they contract a cut off date for booking. I know we match other hotels rates all the time, so you could try going to the other hotel and ask them to match the Intercontinental rates for the reception? Keep trying to negotiate, don't give up so soon.
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  • IrisSIrisS
    100 Comments
    I was just going to say the same thing as Gina. Do you HAVE to book a hotel block? Usually, people can find cheaper rates on their own through specials and online sites. As long as they dont wait till last minute, they should be fine! We could not guarantee 20 rooms, so we did not sign a contract. We booked our room already, and our guests will be booking whenever they want (i gave them a deadline of Feb 28). Hope this helps!
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  • gabi829gabi829 member
    100 Comments
    I'm sorry your hotel is being unaccommodating.  As pp have said, you could not book a block of rooms/book a smaller block.  My friend booked a block of rooms for her wedding hotel, but I found rates online that were much cheaper than the quoted price.   Another option is to tell them that you won't budge on the issue.  Either they give you the block of rooms with the terms you want or you will move your wedding to another hotel.  This is a risky alternative but they would be losing a lot of $$$ if they continue to be inflexible.
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  • [Deleted User][Deleted User] member
    First Comment
    NYBride25, I understand your stress I am planning a wedding in PR, and had a similar situation. But first relax, you are having your wedding in a location with plenty of choices for accomadations. Where I am having mine (Humacao) I do not. I work in the Hotel business, you are not required to have a room block at ICH. If you really want to get a block there get the minimum room, which is usually 10 room, with a clause that they will honor that rate for any room over 10 if booked by at date that you are both comfortable with. Make sure that your inform your guest that the block rate is valid for reservations made by that date. It will encourage your guest to make reservations as early as possible, and you will have less stress. Also inform them of alternatives at differant price points. You have ESJ and ESJ towers, and the Embassy Suites are the street down where Burger King is and is very nice. Remember you will probably will have close to the ten rooms block with you, your parents, bridal party and the people you definatly will be attending. If you are not sure they can afford the night at the ICH, then do not do a block there but block at a more affordable hotel. Hope this helps.
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  • karlalovesismaelkarlalovesismael member
    First Comment
    Which hotel? I am also getting married in PR. We blocked rooms at our hotel but only have to fill a certain percentage. I would ask your hotel wedding assistant/planner what your percentage is. We blocked 25 rooms and only 19 filled and we met our percentage....
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