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Wisconsin

Should this be a deal breaker for the venue of my dreams?

My fiancé and I searched and searched for the perfect wedding venue. I thought I had looked everywhere but then we booked a romantic weekend at a resort about an hour away from where we live, and we fell in love with it. We decided to switch the date of our wedding and have it at this beautiful resort. Most of our guests (95%) are from out of town anyway, so why not give them the opportunity to enjoy such a beautiful spot?
Now here's the problem: the resort requires that we fill AT LEAST 15 hotel rooms for TWO nights. I think that most guests would have wanted to only stay one night, but the resort has a two night minimum during the Summer months. The discounted rate is $120 per night, so its not terribly expensive, but most people are coming from less than a couple hours away, so they probably would have only stayed the one night.
My plan is to send along some literature about the area with my save-the-dates, and hope that that will entice people to plan ahead and make a weekend out of it. On my invitations, I will include lodging info about another hotel a short drive away that wouldn't require the two night minimum. But like I said, we HAVE to fill at least the 15 rooms at our resort, otherwise I will have to pay for the empty rooms. My mom thinks their policy is crazy and it should be a deal-breaker, but I love the place, understand but don't love the policy, and I'm really thinking/hoping that at least 15 sets of guests will stay the whole weekend.
Do you think they will? Do you think its a deal-breaker?

Re: Should this be a deal breaker for the venue of my dreams?

  • Alyssa0421Alyssa0421 member
    Knottie Warrior 100 Comments Combo Breaker
    edited December 2011
    Could you eat the cost if you had to? How many guests total are you having? We were surprised at how few people booked hotel rooms for our wedding. I would only count people who are flying it or greater than a few hours away by car as potentials for staying the weekend, to be safe. Then figure out if you could pay the rest of the cost if needed, and decide from there.

  • saranash6901saranash6901 member
    10 Comments
    edited December 2011
    We could pay if we have to, we are only expecting about 80 guests, and probably NONE will be coming from far away enough to fly. Most people will be coming from 2-3 hours away...
  • Alyssa0421Alyssa0421 member
    Knottie Warrior 100 Comments Combo Breaker
    edited December 2011
    I'm assuming you'd only have to pay the different of the total cost minus those people that book a room for even one night? So perhaps assume it'll be $3k or so and budget that in if you can make it work and the venue means that much to you. Hope for the best but plan for the worst!
  • saranash6901saranash6901 member
    10 Comments
    edited December 2011
    No person, wedding guest or not, can book a room for one night. One night is not an option. But yeah I would have to pay for whatever isn't taken of the 15 room minimum. But I should ask them if I can pay just for the second night if worse comes to worse I guess.
  • edited December 2011
    First, is this in order to use the facility for your wedding or is this rule just for a block of rooms?  If it's only to have a block of rooms then just don't do it (hopefully that makes sense)

    If I were traveling 3 hours for a wedding, I'd probably stay Friday and Saturday night.  Especially if it's for the family.If it's in order to use the facility for your wedding then you  could make a note (on your wedding website) that the resort requires you to stay 2 nights in order to get a room.
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  • saranash6901saranash6901 member
    10 Comments
    edited December 2011
    Just to use the facility, I have to fill at least 15 hotel rooms for two nights
  • MobKazMobKaz member
    Knottie Warrior 5000 Comments 500 Love Its 5 Answers
    edited December 2011
    We have attended many weddings where we come in the day of the wedding and check out the following morning----1 night WAS an option.  With the hotel we are booking, we need a minimum of 10 rooms to get a block rate, BUT the hotel manager made it VERY CLEAR that the 10 rooms could be in any combination.........If Mary stays for 3 nights and 7 other guests stay for one night....I have fulfilled my 10 block quota.

    I suggest you talk to the hotel manager and be VERY clear about what you need and what they require.  Research other hotels and see what they require.  Personally, in this economy, if any business is not willing to make exceptions, they would be out.  I cannot believe a hotel would risk losing a wedding reception AND room rentals over this!  Time to negotiate!!
  • edited December 2011
    In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/local-wedding-boards_wisconsin_should-this-deal-breaker-venue-of-dreams?plckFindPostKey=Cat:Local%20Wedding%20BoardsForum:118Discussion:dce8f0cd-3ad2-4742-9506-7df98ae57fcaPost:05775877-6aed-4dfa-b590-6b1c42dd0ee2">Re: Should this be a deal breaker for the venue of my dreams?</a>:
    [QUOTE]We have attended many weddings where we come in the day of the wedding and check out the following morning----1 night WAS an option.  With the hotel we are booking, we need a minimum of 10 rooms to get a block rate, BUT the hotel manager made it VERY CLEAR that the 10 rooms could be in any combination.........If Mary stays for 3 nights and 7 other guests stay for one night....I have fulfilled my 10 block quota. I suggest you talk to the hotel manager and be VERY clear about what you need and what they require.  Research other hotels and see what they require.  Personally, in this economy, if any business is not willing to make exceptions, they would be out.  I cannot believe a hotel would risk losing a wedding reception AND room rentals over this!  Time to negotiate!!
    Posted by mobkaz[/QUOTE]

    So after thinking about your situation a little more, I think I would agree with this.  It's ridiculous IMO that your VENUE is forcing your GUESTS to stay 2 nights in order for YOU to use the facility.  None of these things should rely on the other IMO, but then again I guess I don't know how weddings at hotels work.  Especially since it's $120/night! To me that's really expensive.  I'd stay 2 nights if it was like $75/night, but not for an extra $50/night.

    I think you need to negociate a different set up or move on.  I bet there are other venues very similar to this one where you can get a bet deal.

    Then again, if you have the extra $3000 to blow on paying for the rooms  a second night, go ahead and do that.  I think I'd save that for other nice things though.
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  • edited December 2011
    I would have to agree with the other posters, I would be very clear with the manager about what your options are (ie. paying for the second night if your guests only stay 1).  Then make it very clear to your guests that either they must stay 2 nights when booking if that's the case.  If you are allowed to pick up the 2nd night, then it doesn't matter.

    If you go with this venue, you MUST go into it assuming you will be paying the 3K.  It sounds like you think your guests will likely lean towards 1 night so that may lead them to stay at another hotel.  In this economy $120 per night for 2 nights is pricey especially after you figure all the room taxes into it, the cost to travel, food, and wedding expenses.

    If you are doing a rehearsal on friday and wedding on Saturday, can you invite more guests to both in hopes that this would entice them to stay 2 nights?  I think it would be very smart to include things aboutthe area so that people can make a weekend out of it.

    In the end, it's up to you if this is a deal breaker.  Is there another venue option that meets similar criteria?  Do all of your research before you make your final decision!
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  • mmskaricmmskaric member
    100 Comments
    edited December 2011
    Hey there! I'm a meeting planner in real life and what you are describing is typical for conventions and association events. Also, it makes sense business-wise since it is their peak season. Sure, they may lose the reception, but they'll have transient guests (vacationers) who will use their restaurants, gift shops, spa, etc. I.E. They can make it up other ways.

    I agree with the others that you must assume you'll eat the $3,000, but you may be able to play with that a bit. For one of our meetings that underperformed last year, we negotiated to use the money vs. just handing over a check. Ex. sending a room amenity to each guest or upgrading the meal function. They may tell you that rooms are in a different cost center than food, so they can't do anything to your reception, but keep pushing. The worst they can do is say no and you'll be surprised how much you get a yes.

    Also, I agree with those that say use your wedding web site to entice guests to stay longer. If its a nice resort and its summer, perhaps they want to make it a weekend get-away? How often do family members/friends see each other?? You could play it up in ways that either you pay for (hospitality suite) or not ("let's all catch up at the beach bonfire put on by the resort.") If you play it up that way, you may be surprised.

    Good luck! And my apologies for the long-winded message. Let me know if you want more "professional" advice. :P
  • edited December 2011

    A two night minimum is very typical for resorts, especially in a peak season. You could consider moving the date to an off season time and they would probably drop the two night minimum. We are having our wedding at a resort and it took me quite a while to get them to allow us any rooms for only one night. We do still have 15 that need to be booked the entire weekend, but we have a large wedding party and our rehearsal will be at the resort so that will happen anyways. They then gave us an additional 25 rooms for only Saturday night.


    Which resort is this?

  • saranash6901saranash6901 member
    10 Comments
    edited December 2011
    Heidel House
  • KimmyH710KimmyH710 member
    First Comment
    edited December 2011
    Ours is at the Heidel House, they took the 2 night minumum out of our contract.  We did a lot of negotiating.  They only made us block 10 rooms for 1 night and we can add on more as we wish.

    Good Luck!!
  • saranash6901saranash6901 member
    10 Comments
    edited December 2011
    During the off season they are a lot more lenient but they have a lot fewer amenities too.They absolutely will not budge on their policy I have tried and tried.
  • edited December 2011
    Ours is also at the Heidel House, I did get them to negotiate a little on the rooms and we ended with agreeing on 15 rooms booked for 2 nights but they did not want to give us many for only Saturday night. We did in the end get them to give us 25 for only Saturday which is what we wanted. It took about 2 weeks of negotiating back & forth to get that.
  • edited December 2011
    If I read all the posts correctly, you are not paying a "usage" charge.  It seems that if you book the required rooms then your facility fee is paid.  Sweet.  If you don't book all the required rooms, you pay and so, it seems the guests are paying for your venue or at least paying part of the cost.

    Does not seem like a deal breaker if that is the case.  Seems like a good idea that is a win-win to get the venue you want. 

    Congratulations, and enjoy the process.
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  • dpettackdpettack member
    First Comment
    edited December 2011
    I am curious what room deals everyone ended up getting at the HH?

    Our wedding is booked for 9-17-11 - we have the grand ballroom and were told that a minimum of 25 rooms for two nights were required.  I was told there was NO negotiation on this point...

    Any thoughts on how to handle this - we did already sign a room contract - but feel like I got hosed. 
  • edited December 2011
    I think they are cracking down on their policy...I know of a girl who had a wedding there this past August (aka, prime season) and had unlimited 1 night stays. Our wedding is there in October 2011 in the Lower Boathouse (not sure if the Grand Ballroom has higher requirements and thats why they said 25 rooms?) We were told a minimum of 10 rooms at 2 nights to get the discounted room rate, and then we had to negotiate to get 10 rooms at 1 night only, and then further negotiated and got 20 rooms at 1 night.

    It's all been really confusing and annoying, but I hope it all works out in the end. I did look into the AmericInn and Comfort Suites in Ripon - both places said they are about 7-8 miles away from H.H. and do offer room blocks.
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