5 Questions to Ask Before Booking a Hotel Group Block
5 Questions to Ask Before Booking a Hotel Group Block
Booking a hotel group block can make organizing accommodations for your event seamless—whether it’s a wedding, corporate retreat, or family reunion. But not all group blocks are created equal, and asking the right questions upfront can save you headaches down the line. Here are five essential questions to ask before signing that contract.
1. What Is the Cutoff Date for Booking Rooms?
Hotels typically set a cutoff date for group block reservations, often 30 days before the event. After this date, unbooked rooms are released back into the general inventory.
Why It Matters:
Your guests may procrastinate, so knowing the cutoff date helps you send timely reminders. It also ensures you don’t get stuck with unreserved rooms if the block has an attrition clause (more on that below).
Pro Tip: Request a courtesy extension if you expect late bookings, and communicate the deadline clearly to your group.
2. Is There an Attrition Clause, and What Are the Penalties?
The attrition clause outlines the minimum number of rooms in your block that must be booked to avoid penalties. For example, you may need to fill 80% of the block to avoid fees for the unused rooms.
Why It Matters:
If your group size changes or fewer guests book than expected, you could face financial penalties.
Pro Tip: If your event’s headcount is uncertain, negotiate for a lower attrition threshold or flexibility in adjusting the block size closer to the event date.
3. What Amenities Are Included for the Group?
Hotels often offer perks for group blocks, but they vary widely. Ask about complimentary items like breakfast, Wi-Fi, shuttle services, or parking discounts.
Why It Matters:
Guests will appreciate the added value, and inclusive perks can make your event more appealing and cost-effective.
Pro Tip: Don’t just ask about free amenities; inquire about paid options that can be bundled at a group discount, such as meeting rooms or spa access.
4. What Happens If Guests Book Outside the Block?
Despite your best efforts, some guests may book rooms through third-party sites or use loyalty programs to secure their own rates.
Why It Matters:
Those bookings won’t count toward your group block, potentially affecting perks, pricing, or attrition penalties.
Pro Tip: Discuss how the hotel tracks guest reservations and see if they’ll count outside bookings toward your block total. Then, encourage your guests to book within the block by explaining the benefits they’ll receive.
5. Can the Block Be Adjusted After the Initial Booking?
Group sizes often fluctuate, and it’s crucial to understand how flexible the hotel is in modifying the block.
Why It Matters:
If your group grows, you’ll want the option to add more rooms at the original rate. If it shrinks, you need to avoid penalties.
Pro Tip: Negotiate upfront for flexibility, especially if you’re booking far in advance. Hotels may be more accommodating during off-peak seasons.
Final Thoughts
Booking a hotel group block doesn’t have to be complicated, but the details matter. Asking these five questions ensures you’re well-informed and sets the stage for a smooth experience for you and your guests.
If you’re planning a group event and need expert advice or assistance with hotel group blocks, Hotel Innsider is here to help. Our mission is to make group travel seamless and stress-free. Contact us for more information.