When a wedding draws guests from London, Houston, Kumasi and Abuja, the question after “What should I wear?” is always “Where should I stay?” A hotel room block answers it. Done well, it saves guests money and keeps the wedding party in one place. Done badly, it leaves the couple paying for rooms nobody slept in.
What a room block is
A room block is a number of hotel rooms held for your guests at an agreed rate for specific dates. Guests book and pay for their own rooms, usually by quoting the wedding name or a booking code. The hotel holds the rooms until a cut-off date, after which unbooked rooms are released.
Two kinds of contract
Some blocks are courtesy blocks. The hotel holds rooms and releases any that are not booked by the cut-off date, with no charge to the couple. Others are guaranteed blocks, where the couple or family agrees to pay for a minimum number of rooms whether guests book them or not. Guaranteed blocks often come with better rates. Read the contract carefully, because the difference matters.
How many rooms
Look at your guest list and count the people who will travel. Remember that couples and families share rooms. Start small; it is easier to ask the hotel to add rooms than to fill rooms you have promised to pay for.
Choosing the hotel
Pick a hotel close to the ceremony or reception venue. If you are marrying in Accra, consider traffic between the hotel and the church or reception, especially on a Saturday afternoon. A hotel near the airport suits guests flying in from abroad. Offer two price levels if your guests have different budgets.
Ask for extras
Hotels want the business and may offer extras: free airport transfers, a free room for the couple, late checkout, a room for the bride to dress in, or a discount on the couple’s own suite. Ask before you sign.
Tell guests early
Put the room block details on your wedding website, in the invitation package and in your wedding WhatsApp group. Include the hotel name, booking code, rates, what is included, the cut-off date and the booking contact. Remind guests a month before the deadline.
Keep track
Ask the hotel for regular updates on how many rooms have been booked. If bookings are slow, remind guests or ask the hotel to release part of the block early.
A room block is a small piece of planning that guests notice. Travelling family members will remember not having to search for a hotel on their own in an unfamiliar city.
