How to Book a Block of Hotel Rooms for Your Wedding

Your out-of-town guests shouldn’t have to stress about where to stay!

Hotel room blocks solve this immediately — offering group hotel rates, often with perks like shuttle service and welcome bags. A well-planned block can save your guests hundreds of dollars while keeping everyone close to your venue.

The process isn’t complicated, but timing matters. Book too early, and hotels might not have their rates set. Wait too long, and you’ll compete with other events and peak season pricing. Most hotels require room blocks 6-12 months before your wedding date, with different terms and deposit requirements.

Let’s cut through the confusion and get your guests sorted — without breaking anyone’s budget! — and walk you through exactly how to book a block of hotel rooms​ for your wedding celebration.

Related: Rain on Wedding Day? Here’s Your Complete Backup Plan

How to Book a Block of Hotel Rooms: The Basics

At its core, a room block is a reserved group of hotel rooms held at a special rate for wedding guests.

Unlike individual bookings, these blocks provide flexibility, discounted rates, and guaranteed availability for your attendees. Think of it as creating a VIP accommodation zone specifically for your wedding celebration!

Courtesy Blocks vs. Contracted Blocks

The thing about room blocks is that not all room blocks are created equal!

A courtesy room block offers flexibility for weddings with uncertain guest lists. Courtesy blocks are essentially held without financial commitment — hotels reserve rooms without requiring you to guarantee their sale.

These are fantastic for smaller weddings or events with uncertain guest lists. On the flip side, contracted blocks come with specific financial obligations. If you don’t meet minimum room sales, you might be responsible for paying for unsold rooms.

A contracted block typically requires reserving 10-20 rooms, with potential financial penalties if the entire block isn’t filled. Courtesy blocks, however, release rooms back to general inventory if not booked, making them more flexible but often with less attractive rates.

Typical Attrition Rates and Minimums

The attrition rate for hotel blocks is a crucial factor in managing your wedding accommodation strategy. Attrition rates represent the percentage of rooms you’re required to fill within your block.

Most hotels set attrition rates between 70-80%, meaning you’ll need to book 70-80% of your reserved rooms to avoid additional charges. It’s good for you to know these rates to help you strategically plan and potentially negotiate more favorable terms!

Cut-off Dates and Booking Windows

Every room block has a cut-off date — the deadline by which guests must book at the special group rate.

We recommend setting this date 30-45 days before your wedding, giving guests ample time to secure rooms while protecting your block from last-minute changes.

How to Book a Block of Hotel Rooms: Calculating How Many Rooms to Reserve

Calculating How Many Rooms to Reserve

Generally, expect about 30-50% of your total guest list to require overnight accommodations, depending on your wedding’s location and guest origin.

For example, if you’re having a destination wedding in French Lick Springs with 150 guests, you might need closer to 60-75 rooms, while a local Indianapolis wedding might only require 45-50 rooms for the same guest count.

Peak Night vs. Shoulder Nights

Not all wedding nights require the same number of rooms. Your peak night (typically the wedding evening, usually Saturday) might need more rooms than surrounding nights.

Some guests might arrive early for the rehearsal dinner on Friday or stay through Monday morning for post-wedding brunch, creating what we call “shoulder nights” with different occupancy patterns. For instance, if you need 50 rooms for Saturday night, you might only need 30-35 rooms for Friday and 20-25 for Sunday!

Emergency Buffer Room Strategy

Always build in a buffer!

We suggest reserving 10-15% more rooms than initially calculated. This provides flexibility for unexpected plus-ones, last-minute travel changes, or guests who decide to extend their stay. If you’ve calculated needing 50 rooms, block off 56-58 rooms to be safe.

This extra padding has saved countless couples from stressful situations, like when your college roommates from Purdue decide to make it a weekend getaway or when relatives from South Bend realize they’d rather not make the late-night drive home after the reception!

Related: How to Rock Mismatched Bridesmaid Dresses Without the Stress

Negotiating the Best Room Block Rate

Unlock valuable wedding room block discounts and ensure your guests have affordable, convenient accommodations. Most Indiana hotels offer group discounts ranging from 10-25% off standard rates, with downtown Indianapolis properties typically offering 15-20% during peak season.

Your negotiation power increases with larger group sizes and during off-peak seasons, especially during the colder months when tourism dips.

Comp Room Ratio Standards

Many hotels offer complimentary rooms based on your total block size. Typically, you might receive one free room for every 50 rooms booked — a valuable perk for offsetting wedding expenses.

For example, if you’re booking at the Conrad Indianapolis or the West Baden Springs Hotel, you could use these comp rooms for your wedding party or out-of-state vendors.

Seasonal Rate Variations

Wedding season (May-October) often means higher hotel rates, particularly during major events like the Indy 500 in May or Notre Dame home games in South Bend.

Consider booking during shoulder seasons or weekdays for more competitive pricing. Winter and early spring weddings can offer significant savings, sometimes up to 30% less than peak season rates.

Room Block Contract Red Flags

Understanding important hotel block contract terms can save you from unexpected fees and complications. Not all hotel contracts are created equal.

Watch for hidden fees, restrictive cancellation policies, and unclear force majeure provisions. This is especially important for properties near convention centers or major event venues like Lucas Oil Stadium.

Hidden Fees and Charges

Carefully review contracts for potential additional costs like parking fees, resort charges, or attrition penalties. Ask for a comprehensive breakdown of all potential expenses.

Cancellation Policy Terms

Understanding cancellation terms is crucial. Some contracts require full payment even if your event is cancelled, while others offer more flexible options.

Force Majeure Clauses

These provisions protect both parties during unforeseen circumstances like natural disasters or global pandemics. Ensure your contract includes clear, fair language about potential event disruptions.

Have the Perfect Wedding with Sophia’s!

Professional room block management can transform your wedding logistics from stressful to seamless. While we can’t find you the perfect room blocks (though we wish we could!), we can make sure you have a wedding dress you feel confident and comfortable in so you can look back on your wedding day with all the love you could ever imagine!

Your wedding is a once-in-a-lifetime celebration. Let our team at Sophia’s Bridal and Tux help you find a gown that’s fitting, fabulous, and as smooth and beautiful as the rest of your wedding day! Explore our wedding dresses in Indianapolis — book your appointment today!