5 Tips for Booking a Group Hotel Block Without the Headache

Whether you're coordinating a wedding, a conference, or a youth sports tournament, a well-negotiated hotel block is one of the best gifts you can give your guests. Done right, it locks in a discounted rate, keeps everyone under one roof, and takes the guesswork out of "where is everybody staying?" Done wrong, it can leave you on the hook for rooms that never get booked.

Here are the five things we coach every organizer through.

1. Know your attrition clause

Attrition is the percentage of your contracted rooms that must actually be filled to avoid a penalty. If you block 30 rooms with an 80% attrition clause, you need 24 of them booked — or you may pay for the difference. Always understand this number before you sign.

2. Block fewer rooms than you think you need

It's almost always easier to add rooms to a block than to give them back. Start conservative; most hotels will happily extend your block if demand is strong.

3. Ask for concessions, not just a rate

Complimentary breakfast, waived parking, a hospitality suite, or comped rooms for every so-many booked can be worth more than a few dollars off the nightly rate. These are negotiable — if you ask.

4. Set a realistic booking cut-off date

The cut-off is when unbooked rooms are released back to the hotel. Give your guests enough runway, but not so much that you lose leverage. Two to four weeks out is typical.

5. Let someone else do the negotiating

This is where a booking partner earns their keep — and at WayPoint, it's complimentary. We send your requirements to multiple hotels, compare the bids, and negotiate the terms so you can focus on the event itself.

Planning something soon? Tell us about your group and we'll get you quotes.