If you’re planning a wedding, you have a lot of things to think about, from budgeting to picking a venue and finding the perfect dress. But there’s also one thing that can make or break your perfect Hill Country wedding that you might not think about: hotel rooms.
Securing a hotel block for your wedding is the best way to make sure that you and your guests can enjoy your wedding festivities to the fullest, and it’s one part of wedding planning you want to be sure gets done early.
So, how do you go about reserving a wedding room block? And what should you do to prepare for your guests’ arrival? Read on for our tips and tricks to reserving a room block for your wedding, and how it makes your big day that much better.
Before you start reserving hotel blocks, it’s important to know how many rooms you want to reserve. This is especially true if you’re planning a wedding in a city where demand for hotel rooms during certain times of year is high.
To determine how many rooms you’ll need, use the following steps:
You want to be sure you reserve enough rooms without going too far over. If not all of your reserved rooms are booked, you may end up forfeiting part of your deposit.
Distance is a major factor when it comes to booking hotel rooms for your wedding. Your guests are already traveling a long way to be there, and you don’t want to make things more difficult if it can be avoided.
Having your wedding ceremony and reception at one venue is one way to avoid extra travel, and a convenient hotel is another one.
Your guests will be very appreciative if it’s easy to go from the hotel to the wedding venue. This means they can likely carpool with other guests. While renting a car is always an option, it’s also nice to offer a shuttle for your guests or look at hotels that at least offer a shuttle to and from the airport.
Just like you would on a wedding venue tour, you should ask questions to potential hotels as well. You can schedule a tour to visit the hotel and learn about their block reservations, see what the hotel offers and also inquire about group rate discounts, cancellations, security deposits, transportation services, and more.
There are a few reasons why you should book your block of rooms as soon as possible. First, the sooner you book, the more likely you’ll get the best rates for your guests. Plus, there’s no guarantee that all those hotels will still be available if you wait until later in the planning process.
Secondly, if you wait too long to reserve your wedding block at a hotel (or even worse: not at all), it could cause some serious problems when it comes time for guests to book their own rooms.
You’ll want to reserve your block of hotel rooms between three and eight months before your wedding date, so talk to your out-of-town guests to get a solid idea of who will be attending and how many rooms they’ll need. This is also a good time to inquire about your guests’ budgets so you can be sure you’re booking appropriate hotel rooms.
Once you’ve reserved a hotel block for your wedding, it’s time to tell everyone where they can stay!
Since guests will likely be booking their own rooms, it’s important that you provide them with all of the information they need. In addition to listing the name and location of each venue, include links to each hotel’s website so that guests can easily book a room on their own.
Including a list of hotels in the area, along with prices and location information, is a great way for guests to get an idea of what else is available as well.
Be sure to include information like cut-off dates, check-in and check-out times, hotel policies, amenities, and more.
It’s not just the job of the hotel to make your guests feel welcome. Consider getting a gift bag together to leave in the guests’ rooms—especially if you’re having a destination wedding or welcoming guests from afar.
Here are some ideas of what you can include in your welcome bag:
The only rule to follow when making welcome bags is to have fun and make sure that your love story shines through!
If you’re looking to have a classic, chic wedding in Texas’ Hill Country, Kendall Point is the spot for you. Located just ten minutes outside of San Antonio, it’s easy to get to for traveling guests, and we have numerous comfortable and welcoming hotels nearby.
Our spacious venue offers indoor and outdoor locales for your ceremony and reception, and every rental includes 14 hours of full access to the venue, among other amenities.
Looking to plan your 2023 wedding? Get in before the engagement season rush, and schedule a venue tour with us today!