Here’s What Hotels Want You to Know About Wedding Hotel Room Blocks

When I was planning my March 2025 wedding in Los Angeles, one of the tasks I was not looking forward to tackling was figuring out the hotel room blocks. We had our venue and date set, so I knew which weekend I needed to request and the area I needed to research hotels, but I was really dragging my feet. 

If you’re not familiar, a hotel room block is a group of hotel rooms that are set aside at a pre-negotiated rate to be booked by your guests. They’re not just for weddings, but can be used for other events. And while not exactly mandatory, it’s a nice courtesy you can extend to your out-of-town guests.

While there were some factors that should have made the search easy: we were getting married locally (our venue was in Downtown Los Angeles), so I was familiar with the area and the hotels, even more so thanks to my job at Sunset. But the thought of calculating guest count and negotiating rates and attrition fees was the last thing I wanted to do—I would much rather meet with our florist, go to a catering tasting, or go wedding dress shopping!

The Ingalls

One of the reasons for my procrastination was that we weren’t looking for a traditional room block. Most of guests were local and only about 25-30% were coming from out of town. We weren’t getting married in a remote location where only a few hotels were available—Los Angeles is home to hundreds of hotels, so I anticipated that some of our out-of-town guests would want to book elsewhere. Because it was so hard to gauge how many people would actually take us up on the block, it was hard to commit to signing a traditional room block where the hotel sets aside a specific number of rooms and if we don’t fill those rooms we’d have to pay for the unoccupied ones.

Eventually, I did end up setting aside some time and effort to look into various hotel room block options in Downtown L.A., and ended up working with Hotel Per La because they were able to offer an arrangement that was best for our situation. We were able to get a discounted rate that we could share with our guests through a link. This made it so much easier and less stressful—we could offer our guests a discounted hotel room and we didn’t have to put in extra money. When you’re paying so many invoices in the lead-up to the big day, it’s a godsend to have one less thing to worry about budgeting for!

If you’re reading this and are confused about the whole hotel room block process, Nancy Amigon, Director of Sales at Hotel Per La, shared some tips on how to make the task so much easier. If only I had this knowledge when I first started planning—maybe I wouldn’t have dreaded it!

The Ingalls

Know the Differences

There are a different types of room blocks: a guaranteed block, a courtesy block, and a discounted booking link. Not all hotels will offer these, so you’ll need to contact to confirm. With a guaranteed block, the hotel will set aside a number of rooms for the night(s) of your event at a special rate. You may have to pay a deposit to secure the block and you’ll have to pay attrition rates if the block isn’t fully occupied. A courtesy block works similarly, but you don’t have to pay anything if the rooms aren’t filled. After a specific date, the hotel will release the unoccupied rooms. With these blocks, you can also get a list of guests who are staying at the hotel, which comes in handy if you want to provide welcome bags.

The discounted link is a more flexible option where the hotel will provide a special rate on rooms but you don’t have to pay a deposit or be financially responsible for unoccupied rooms.

“Ideal for smaller gatherings (10 rooms or fewer for a minimum of two nights), this option allows guests to book independently at their own pace,” says Amigon. “While we won’t hold rooms or provide a rooming list in advance, the earlier your guests book, the better the rate and the wider the selection of rooms. This offer is available across all room types, subject to availability.”

How to Get Started

Amigon says you should have your guest list ready and familiarize yourself with who’s traveling in for the wedding and approximately how long they will stay. Next, you should consider guest preferences. Do they want a premium suite? Are they fine with standard rooms? 

“Choosing a hotel that offers a range of accommodations ensures your guests feel comfortable and well-catered to,” Amigon explains. “From there, focus on properties that are conveniently located near your venue or offer easy access to major attractions. Your wedding planner or venue coordinator may also have trusted recommendations, and tools like Google Maps or TripAdvisor can be useful for initial research.”

The Ingalls

How to Calculate How Many Rooms You’ll Need

“Start by considering your guest list and travel patterns. Are guests flying in just for the ceremony, or extending their stay for a long weekend? Will family members share accommodations, or prefer individual rooms? It’s important to factor in plus-ones, extended stays, and a buffer to account for last-minute additions,” Amigon says. 

Make sure to build in flexibility when thinking of your request. While many hotels will let you add rooms later, it depends on availability, so it’s not guaranteed, especially if it’s a busy season or there’s another big event going on at the same time.

When and How to Reach Out to Hotels

Ideally six to nine months in advance, Amigon recommends, because it gives your guests time to plan their travel and it ensures that room rates and availability are relatively stable.

“Unless your wedding falls on a holiday weekend or coincides with a major citywide event, booking more than a year out is typically not necessary,” she says. “However, the earlier you begin the conversation, the more flexibility you’ll have in securing the best fit for your needs.”

When you reach out, it helps to provide as much information as possible—that includes your wedding date, estimated guest count, venue location, and other key details, like budget considerations or specific room types, that will help the hotel tailor the hotel room block to your needs.

And think about what’s important to you, whether it’s competitive rates, added amenities, design and atmosphere, or proximity to the wedding venue. Amigon says this will allow you to determine if the hotel is the right fit and help the hotel present options the will align with your priorities.

“We’re here to collaborate, not complicate! Don’t hesitate to request customizations, whether it’s arranging welcome bag deliveries, securing suite upgrades, or organizing a special cocktail hour at the hotel’s Bar Clara,” she adds. “At Hotel Per La, we’re dedicated to creating memorable experiences for your guests, and we’ll work closely with you to design a room block that complements the rest of your wedding weekend.”

The Ingalls

How to Negotiate

It may be hard to be flexible when you’re trying to plan around your big day, but Amigon says flexibility can make a big difference. “If your dates are flexible, ask whether the hotel offers variable pricing based on weekend demand,” she adds. “Adjusting your dates by even a day or two can sometimes result in more favorable rates.”

And it’s perfectly fine to stir up some friendly competition—if you’re considering another hotel, let them know. “Hotels will often enhance their proposal with added value, such as room upgrades, welcome amenities, or discounted parking, in order to remain competitive and better meet your needs,” she says.

If you are doing a traditional room block and want to avoid attrition fees, you can try to work with the hotel. “Consider asking if the hotel can extend the booking cutoff date,” she suggests. “The more time your guests have to confirm their plans, the higher the likelihood of meeting your block commitment and the fewer surprises down the line.”

What to Know Before Signing

If you’re doing a room block instead of a discounted link, you’ll probably have to sign a contract. Make sure to read the fine print carefully and ask questions.

Amigon advises paying attention to these key details:

• Room Rates: Confirm whether taxes and fees are included in the quoted rate. 
• Deposit Terms: Understand the payment schedule, including how much is due, when it’s due, and whether it’s refundable. 
• Cancellation Policies: Review both group and individual cancellation terms. 
• Attrition Clause: Be clear on how many rooms must be booked to avoid penalties.