Room Block Contracts: How do they work?

Planning a destination wedding can feel like a thrilling yet overwhelming journey, and if you’re like most couples, the thought of tackling a room block contract might seem downright daunting. But here’s the truth: it’s not scary or complicated at all. In fact, once you have a travel expert by your side (like me!) who is well-versed in room blocks and individual hotel policies, the process becomes seamless and straightforward.

Working with a knowledgeable travel professional ensures that you’ll not only get the best rates but also have someone who can break down the details in a way that makes perfect sense—no stress, no confusion, just clarity. Let me walk you through exactly how simple it can be.

Step 1: Let's Talk & Request Group Rates

The first step in planning your destination wedding is simple: let’s talk. We’ll get to know each other, discuss your vision, and figure out what resort will be the best fit for your group. Sometimes it’s a process of elimination—narrowing down options based on your preferences, location, and budget. Other times, couples know exactly what they’re looking for, making it easy to "lock things in" from the start. Most importantly, either way, I’ll guide you through it all, step by step.

Once we’ve narrowed down your top options, I’ll request group rates to compare benefits and pricing. Since many resorts are quite similar, this comparison often becomes the "tie breaker" that helps us make the final decision. But don’t worry—you won’t have to handle any of this alone. I’ll be with you every step of the way, from requesting rates to finalizing the resort. Once the resort is chosen, I'll assist with the booking process to ensure everything runs smoothly, leaving you to focus on your guests and enjoy the journey.

Step 2: Regroup & Make a Decision

Now that we have the rates and perks, it's time to regroup and figure out which resort is the best fit for your wedding. We’ll compare rates to rates and perks to perks, ensuring you get the most value for your group. This is the point where most couples start to feel a little nervous—"Now I have to sign a contract and lock in rooms?" Yes, but here’s the important part: a room block is actually designed to protect you.

A room block ensures that you receive the perks promised, like complimentary rooms, upgrades, or even events, and that your guests have guaranteed rooms at the best possible rates. There’s often a misconception that the hotel is "trapping" you with a room block, but it's quite the opposite.

We understand that this stage can raise questions or concerns, and that’s perfectly normal. Rest assured, I’ll be here to address any issues that arise and guide you through the decision-making process with confidence.

Why Room Blocks Were Created

Room blocks were created to give couples peace of mind. Before the idea of room blocks, hotels couldn’t guarantee rates or room availability, meaning guests might struggle to find rooms or pay higher rates as the wedding date approached. Hotels introduced room blocks to ensure that couples and their guests would have access to the best deals and that everyone could stay together at the same property, making the wedding experience seamless. Today, room blocks are one of the best ways to secure perks while making sure your guests are taken care of, stress-free.

Step 3: Let’s Discuss Deposits & Other Annoying Policies

Before we finalize your choice, it’s essential to discuss deposits and other policies. Each hotel has different deposit requirements, limits on the number of rooms that can be blocked, hold durations, and minimum lengths of stay. These details can seem a bit tedious, but they’re crucial for ensuring everything goes smoothly.

We’re well-versed in the policies of various hotels and will provide you with this information upfront. For example, some hotels, like Majestic and Royalton properties, require a minimum stay of 4 nights during certain periods, while others have more flexible terms. By discussing these policies early on, we’ll ensure you’re fully informed about what to expect and can make decisions with confidence. Our goal is to make this process as smooth as possible, so you can focus on enjoying your wedding planning.

Bonus: Our Deposit Advantage

We know what’s important to our couples, and we strive to make the process easier. While most travel agencies require a deposit of $100 per room (the norm), we only require a flat $500 deposit for the entire room block. This deposit is applied towards the cost of your own room and is not an additional fee. It’s just one more way we make planning your destination wedding a little more manageable.

Step 4: Creating Your Room Block Flow

Now that we understand the importance of a room block, let’s talk about the next steps. I’ll create what’s called a “room block flow,” which is essentially a flexible mix of rooms available for our group as a starting point. Many couples overanalyze this part, which is understandable given that the contract can feel like a big commitment. However, the room block flow is actually the most flexible part of the process.

Here’s how it works: the initial room block is just a starting point. As guests begin booking, I’ll request additional rooms to match their requests. For example, if we start with 2 Ocean View rooms and a 3rd guest requests an Ocean View room via your custom wedding booking website, I’ll request an additional Ocean View room to accommodate that guest.

Since every group is different and it’s impossible to predict exactly who will want which type of room, I’ll actively monitor the inventory and make necessary adjustments as bookings come in. The best part? I handle all of this for you, ensuring your room block remains flexible and meets your guests’ needs.

Step 5: Sign on the Dotted Line

Once we’ve reviewed and agreed on all the details, it’s time to sign the dotted line. We’ll go over the contract together, ensuring everything is accurate and meets your expectations. After signing and submitting the deposit, the hard part is behind you.

From this point on, we’ll handle all deadlines, due dates, and guest payments to ensure you stay penalty-free. The focus shifts to getting your guests to start booking. We’ll manage the room block, make any necessary adjustments, and handle all the details, so you can relax and enjoy the planning process.