How To Block Hotel Rooms For A Destination Wedding

Sheraton Kona Resort & Spa at Keauhou Bay—Ocean view Guest Room

Blocking hotel rooms for a wedding has traditionally been a hassle. Learn how you can block rooms for a destination wedding in less than a half hour.

Clients often ask us how difficult it is to find a hotel when planning a destination wedding.

After all, it’s not like the wedding is local where one can simply walk in and check out the location at any time.

In addition, language barriers, and a lack of knowledge play a big role in confusing couples into thinking that selecting a hotel for their destination wedding is hard.

This, however, is not true at all. You can block hotel rooms for a destination wedding in any country without picking up a phone.

Don’t believe us? Follow the five steps below and find out how easy it is to block rooms for a destination wedding.

Step 1: Get Group Rates For Hotels

Regardless of location, getting group rates for a destination wedding is not difficult anymore. No longer do you have to calls hotels individually. Simply fill out this short group hotel booking form and let the same hotels email their group rates in less than five minutes.

The best part about doing this online is that only hotels in your desired location and price range will contact you, making things even easier.

Step 2: Pick Three Hotels Based On Location, Amenities And Reviews

Once you have a dozen or so hotels email you their rates, start going through the list to weed out hotels that are not exactly where you want your wedding to be. For example, if you want a location that is near the beach, remove all hotels from your list that don’t fit that profile. Also take into consideration how close the hotel is to the ceremony and reception locations.

Make sure to familiarize yourself with the hotels online reviews on websites like TripAdvisor to see what others have to say about the hotels left on your list. As a general rule, any hotel that has less than three stars on TripAdvisor should be avoided.

Also, use a forum like the one at You can post a list of hotels there and ask if anyone has used them for their wedding. Don’t be surprised if you get a lot of responses.

Another thing to consider is amenities. Which hotels on your list offer free shuttle to the airport or free WiFi? Which one offers a free breakfast or an in room refrigerator and microwave? Will the hotel provide transportation to the ceremony?

Want more questions to ask a hotel? Read this article.

Step 3: Site Visit

Comparing hotels on the above basis will narrow your list down to three or less hotels. At this point consider visiting each hotel to see for yourself what each has to offer. This way you get to see what the hotel really looks like.

If a site visit is not affordable, then consider asking the hotel sales manager to take some photos of the rooms on their camera phone and email them to you. This way you wont receive be seeing any photoshopped images.

Step 4: Ask For Room Block Contract

Ask the hotel you like the most for a room block contract for review. In the contract, look for important things like attrition rates, cut-off dates, cancellation policies, and additional fees. If you want to learn more read “Hotel sales contract for a wedding”.

Step 5: Select Hotel For Destination Wedding

No hotel will offer you the perfect deal so don’t bother looking for it. Finalize on the hotel that offers you the best combination of rates, location, and amenities.

Finally, read the following tips to familiarize yourself with what you should expect when blocking rooms for a destination wedding.


Amenities that are commonly offered to wedding groups are, free bridal suite, a complimentary room for every 20-30 rooms that are paid for and free shuttle service to the wedding venue. In addition, many wedding friendly hotels will also hand out wedding gift bags at check in for wedding guests

If you are having a small wedding, don’t feel obligated to get a hotel. For more intimate affairs, rent a large villa that already comes with staff. Not only is it cheaper, your family and friends will enjoy it more. Plus, many of these homes come with great views, and your very own pool too.

If you are on a tight budget, consider selecting a hotel that can handle both your ceremony and reception. Not only will you save on transportation costs, you will get a better overall deal from the hotel.

Upgrades for the bride and groom are a common occurrence so make sure to ask for it when selecting a hotel. In many cases, the hotel will provide a free upgrade to the honeymoon suite, or will comp your standard room.

Reserving a block of rooms at the perfect hotel for a destination wedding is not a difficult task. Simply follow the steps outlined and you can take this task off your checklist.

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