If you have a party coming up then please take a moment and download and print this awesome checklist!
- Determine Date/Time/Place
- If needed ask for helpers
- Create a Guest List
- Pick a RSVP Date
- Chose a theme
- Determine your Budget
- Send Invitations
- determine decor
- pick centerpieces
- chose table settings
- Plan your menu
- plan activites/entertainment
- Make a Shopping List
- Confirm your guest list
- Book Photographer (if needed)
- Go Shopping
- Determine your Schedule
- Plan for Parking
- Chose a Space for Coats/Bags
- Pick a Gift Spot (if needed)
- Plan your Food Display
- Make Place Cards or Signage
- Clean the Party Location
- Make or Purchase food
- Set out Decorations
- Set Table
- Prepare Drinks
- Do any Last Minute Touches
- Get Ready for the Party
Reserving a room block for your next big event be it a wedding, Bar/Bat Mitzvah, anniversary, family reunion, or even a conference is the best way to ensure that your guests have a place to stay by your venue and at a discounted rate! Doing a block booking gives you all sorts of deals like free wifi, parking, discounted room rates for your guests or even a free room for the wedding/anniversary couple or conference chair person. Here is everything you need to know to complete a block booking.
How do you block hotel rooms for a wedding or special event?
When looking into hotels there a few key points to keep in mind:
- Price Point
- Amenities (do you need parking available, wifi, a gym or pool, bridal suite, etc)
- Distance to your venue
- Or if you are in need of a venue does the hotel have one available
- Free bridal suite included in booking enough rooms
- Extra discounts for people who book early
If you’re having a wedding with a lot of out-of-town guests try to block at two different hotels with two different price points. That way your guests can have a selection of prices to play around with for their travel budget. This is also helpful as hotels might not be able to offer you a big enough block to cover all of your guests.
How do you Begin your Hotel Block Booking Process?
Start by searching online. Look up hotels that are close to your venue and check out what a normal price is there around the time of your event. Narrow down your search to two or three hotels that meet your criteria. You can then contact their booking managers to coordinate the block.
When you call remember to give them the dates you want to reserve. You may want to reserve blocks for a day before and a day after your event if you have out of town guests looking to make a weekend trip out of their travel. You should also give them any special requests like dropping off welcome bags in guests rooms or having them at the desk when they check in. Start by blocking a smaller number of rooms, you can add more later but discuss this with the booking manager they might also allow you to block a larger number and release them as time goes on. Especially if you are booking during a busy season for the hotel, you don’t want to lose spots to other guests.
You can also use free hotel room block series like Skipper or Group Travel to do the work for you. They let you search all the major hotels near your venue, helps you negotiate the price, and you can even reserve your block right through them.
How do you Negotiate your Hotel Block?
Now that you’ve found a room block that works for your event it’s time to negotiate the contract with the hotel. There are certain key words to know when review the contract terms. Here they are:
- Allowable Shrinkage Clause: The percentage of rooms that are allowed to go unbooked.
Your target percentage is between 10–20 percent. Which means, if you’ve blocked 20 rooms but 2–4 go unbooked, you will not be penalized with a fee.
- Attrition Rate or Minimum Commitment: The percentage of rooms that must be filled in order to avoid paying a penalty fee which should be between 80–90 percent. Example: If the entire room block is not used, you’ll owe the hotel damages for all unused rooms based on a minimum commitment of 80 percent. This means that if you do not book the minimum amount of rooms agreed to, you will owe for up to 80 percent of the room block.
- Mitigation Clause or Resell Clause: The hotel will try to book unused rooms in your block so that you are no longer responsible for them you in essence release them, and they are sold to other customers and there for you aren’t paying for rooms that other guests are renting.
How Should you Communicate your Block Information to Guests?
The best way to let them know about the block booking options is to include it all in your wedding website. That way they can know all of the information and options available. You can point your guests to your website in your invitation. You can include information such as: please visit our website at http://www.wedding.com to see more information about our wedding and accommodations. It’s also nice to include directions to and from the venue to the hotel or transportation information on the website.
I’m a big fan of using water bottle labels. I think they add a special little touch to a normal party item. They are simple and cheap to have made and so much fun! You can have them made, printed and sent to you or you download them and print them yourself. You can have generic ones or customized ones.
I have had water bottle labels at both my bachelorette and my baby shower. This shows what a fan I am! I also just designed some that I will be having at my son’s first birthday party! If you are looking for water bottle labels head over to Etsy! Even if you’re not having me design them for you chose from one of the other million mom and pop shops out there, there are a million designs to chose from for every occasion and you’re probably helping out a starving college student or a stay at home mom! There are a lot of great designs out there to chose from!
Are you getting married? Having a wedding shower? A baby shower? Childs first birthday party? A Bar or Bat Mitzvah? Sweet 16? Quinceanera? All of these major life events tend to come with gifts which mean that there will be lots of thank you note writing after words. But don’t worry though your hand may cramp these helpful tips will help make the writing process a little easier for you! Make sure you keep a detailed list as to who gave you what gift then go for it and home addresses!
Step 1: Greeting
Dear Laura and Mark,
Step 2: Tell them why you’re writing
Adam and I wanted to thank you for celebrating with us last weekend.
Step 3: Mention the gift
We really love the INSERT GIFT HERE you gave us.
Step 4: Tell them why you love the gift
It really will come in handy in the upcoming months.
Step 5: Thank them again
Thank you for helping us (Insert statement such as: starting our new married life, or welcoming our new baby).
Step 6: Closing Statement
We are so blessed to be surrounded by such great family and friends.
Melody and Adam
Have an important event coming up that you need to address invitations for? Well use our handy tool to make it easier for you!