What is a Hotel Room Block?
A hotel room block is a reservation of a specific number of rooms at a hotel for a sports team, their families, and other attendees of a sports event or tournament.
Instead of calling hotels individually to get group rates, event organizers negotiate with hotels to set aside a certain number of rooms at a special rate for their guests.
The event organizer then provides guests with a code or link, allowing them to book rooms from the block at the discounted rate.
Benefits of Hotel Room Blocks for Sports Teams
Guaranteed availability Reserving a block of rooms ensures that event attendees have a place to stay, especially when tournaments occur during peak seasons.
Discounted rates Hotels offer lower rates for room blocks, which can save guests money.
Convenience Room blocks simplify transportation and coordination for events, as teams and their families stay in a central location.
Tracking Room blocks allow event organizers to track which guests have booked rooms, which helps with planning and logistics.
Team Togetherness: Hotel room blocks can help keep a team together, which can be essential for team building and pre-game preparation.
Amenities: Hotels can provide amenities specific to sports teams, like access to gyms, pools, meeting spaces, and free breakfast.
How Hotel Room Blocks Work for Sports Events
Negotiation: Event organizers or team managers contact hotels to check availability and negotiate rates for a block of rooms.
Agreement: The hotel and organizer agree on the number of rooms, the dates, and the rate. A contract is signed, outlining the terms and conditions.
Booking: Guests are given a special code or link to book rooms from the block at the agreed-upon rate.
Cut-off Date: Hotel room blocks typically have a cut-off date, after which any unbooked rooms are released back into the hotel's general inventory.
Payment: Guests pay the hotel directly for their rooms. Sometimes, the event organizer may be responsible for a percentage of unbooked rooms, depending on the agreement.
Frequently Asked Questions (FAQs) - Hotel Room Blocks
General Questions
Q: What is a hotel room block?
A: A hotel room block is a set of rooms reserved at a special rate for a group, typically for events like weddings, conferences, or family reunions. By booking a block, you ensure your guests have accommodations at a designated hotel.
Q: Why should I book a hotel room block?
A: Booking a room block offers several advantages:
Guaranteed Availability: Ensures your guests have rooms during busy event periods.
Special Rates: Often provides discounted group rates.
Convenience: Keeps your group together in one location.
Simplified Booking: Streamlines the booking process for your guests.
Q: What events are suitable for booking a hotel room block?
A: Any event where you expect a group of people needing accommodations, including:
Weddings
Conferences and corporate events
Family reunions
Sports tournaments
Social gatherings
Booking and Rates
Q: How far in advance should I book a hotel room block?
A: It's recommended to book at least 3-6 months in advance, especially for events during peak seasons or in popular destinations. For larger events, even more lead time might be needed.
Q: How many rooms should I reserve in my block?
A: A general rule is to reserve slightly more rooms than you anticipate needing. You can always adjust the block later, within the hotel's specified deadlines. Consider factors like:
Number of expected out-of-town guests.
Event attendance estimates.
Room sharing preferences.
Q: What is a "courtesy block"?
A: A courtesy block is a reservation of rooms without a financial commitment. You're not responsible for paying for unbooked rooms, but there's usually a cut-off date when unbooked rooms are released.
Q: What is a "contracted block"?
A: A contracted block involves a signed agreement with the hotel, often requiring you to guarantee a certain number of rooms. You may be financially responsible for any unbooked rooms within the contracted number.
Q: What are "attrition rates"?
A: Attrition rates refer to the percentage of unused rooms you're responsible for paying under a contracted block. Hotels use this to protect themselves from revenue loss if your group doesn't fill the reserved rooms.
Q: How are group rates determined?
A: Group rates depend on several factors:
Hotel location and star rating.
Time of year and day of the week.
Number of rooms reserved.
Negotiation and hotel policies.
Managing Your Block
Q: Can I make changes to my room block after it's booked?
A: Changes are usually possible, but they depend on the hotel's policies and availability. Contact your "Book Your Block" representative for assistance.
Q: What happens if my guests cancel their reservations?
A: Cancellation policies vary by hotel. "Book Your Block" will help you understand these policies and any potential fees.
Q: What is a cut-off date for booking?
A: The cut-off date is the deadline for your guests to book rooms at the group rate. After this date, unbooked rooms may be released, and the group rate may no longer apply.
