Cetinale, Grand Hotel Son Net
Photography: Divine Day Photography, Zhenya Swan
Smart weddings are built on seamless logistics, and a hotel block is the sleekest way to keep your people close and comfortable. And trust us, it’s one of the wisest decisions you’ll make. Beyond convenience, securing a hotel block allows you to create a kind of gravitational center for your celebration—a place where guests can gather, recharge, and slip easily from one moment to the next. No frantic taxi rides. No lost plus-ones. Here's how to book it well, negotiate smartly, and give your guests more than just a place to sleep.
Il Capri Hotel
Photography: Carla Frediani, Adrianna Glaviano
Start Early
Like, yesterday. The sooner you get the ball rolling, the smoother everything else flows. The truth is, hotel blocks can fill up faster than you think, especially during peak seasons or in popular destinations. Ideally, start scouting and securing rooms 9 to 12 months out, right after you’ve locked in your wedding date and venue. This early-bird approach means better rates, more availability, and one less thing to stress about.
Choose Your Hotel Thoughtfully
The golden rule here? Being strategic, not just aesthetic. Proximity is everything: aim for accommodations within a 15-20 minute radius of your venue, preferably walkable or with quick, reliable transportation options. Additionally, offer a mix of price points to suit different budgets and prioritize thoughtful amenities your guests will genuinely appreciate. If you're booking more than one hotel, make sure your picks are close to one another, so your guests aren't scatter across town.
Hotel Chelsea / Samm Blake, Carlton Cannes
Ask the Right Questions
The brochure or website won’t tell you everything. Get curious and dig a little deeper. Before committing, ask the hotel every question you might have. Some good ones to start with:
+ What’s the minimum number of rooms required to create a block?
+ What’s the group rate, and how long can guests lock it in?
+ How flexible is the process if a guest needs to change or cancel their booking?
+ What’s actually included in the rate?
+ Are there any special perks for wedding blocks?
Know Your Numbers
You can’t plan a party without knowing who’s coming—the same goes for hotel blocks. Have a solid estimate of how many guests will need a room, and allow for extra, just in case those last-minute RSVPs come through. Think beyond headcount: consider what types of rooms your guests will need: singles, doubles, or maybe a few suites for your VIPs. Getting all this mapped out upfront means less chaos and more time to make memories.
Grand Hotel Son Net, Rejo
Photography: Sarah Frances Kelley, Maria Panenkova
Consider the Extra Benefits
If you’re torn between two or more hotels, this is the perfect moment to explore what added benefits they might offer. Let them know you’re interested—but also that you’re weighing other options. This simple, respectful transparency often opens the door to better rates, complimentary upgrades, or extra perks. Hotels are usually happy to accommodate thoughtful requests, especially when made with kindness and clarity.
Courtesy &
Contracted Blocks
Before locking in your hotel block, make sure you know the difference between courtesy and contracted options. Courtesy blocks allow the hotel to hold rooms for your guests without any formal commitment from you. However, once the cutoff date passes, any unreserved rooms will be released back to the hotel’s inventory. Contracted blocks, on the other hand, require a firm commitment to a specified number of rooms. While this often secures better rates and additional perks, it also means you may be financially responsible for any unused rooms.
Make Booking Foolproof
The entire booking process should feel effortless for your guests. Be sure to include all key details on your wedding website, invitations, or save-the-dates with clear, straightforward instructions and booking deadlines. Highlight essentials such as group rates, cutoff dates, and how to reference your block when reserving rooms. When the process is simple and transparent, guests can secure their stay with confidence, and you’ll avoid a flood of last-minute questions.
Designate a Hotel Point Person
For maximum peace of mind, enlist your planner, or a trusted friend or family member, as your hotel point person. A few weeks before the cutoff, they can check in with the hotels to track how many rooms are booked, follow up with guests who haven’t reserved. So, you stay in the loop and keep the whole process under control, without losing your sanity.
Photography: Foolishly Rushing In, Días de Vino y Rosas
