photo credit: seeareelem via photopin cc

How-To: Wedding Room Blocks

photo credit: seeareelem via photopin cc
photo credit: seeareelem via photopin cc

Where Will They Stay?

By Amy Green and Melanie Marconi, 

Although the happy newlyweds may be the stars of the day, it’s important to keep in mind the guests and their accommodations during the planning process. If you’re new to booking hotel rooms, it can be an intimidating notion, but the good news is that there are certain things that can be done to ensure the process runs smoothly. With ten years in the room block industry under our belt, we want to share our best tips and tricks.

The first step is to sit down with the couple to gather the essentials. This is where you’ll want all of your questions answered. How many out-of-town guests are they expecting? Are there any hotel preferences or room budgets? Will a hospitality suite be needed? Are there any “must-haves,” such as wireless Internet or accessibility to hotel shuttles? These answers will help guide your search for the right accommodations, suited to the needs of your client and their guests.

With this list in hand, it’s time to start researching and reviewing your options. The Internet is a great place to start, but keep in mind that many of your trusted industry colleagues may have referrals as well. After you settle on the perfect accommodations, the next step is to contact the respective sales teams of your desired hotels. Be sure you have kept track of any online prices you may have found – you want to be sure you’re getting the best deals available. Ideally, you will be offered better rates by consenting to a contract where you take financial responsibility for a number of rooms over a social block.

An essential step you mustn’t skip- reviewing the terms of your agreement and reaching out to your sales contact if you have questions. Look for additional fees and charges that may have been overlooked. Hopefully, you’ll come to a mutually beneficial agreement, but don’t be afraid to walk away if something simply isn’t the right fit.

So, no matter where your client has decided to tie the knot, whether in their hometown or halfway around the world, there is a strong likelihood that accommodations will needed for guests. Your clients will love you that much more for taking this off of their to-do list!

Amy Green and Melanie Marconi are the founders of BDI Events, a full-service event planning company based in Los Angeles, with offices in Portland.  They recently launched Where Will They Stay?,a free service which offers custom room block procurement for event planners and event venues.