This blog explains how hotel blocks for weddings work including room types, contract terms, guest payment details, and how to negotiate the best group rate.
What Is a Wedding Hotel Block?
A hotel block for a wedding is a group of rooms reserved at a hotel, usually at a discounted rate, for your out-of-town guests. Couples or their planners work directly with hotel sales teams to secure these blocks, ensuring guests have convenient and affordable lodging close to the wedding venue.
If your wedding includes guests traveling from outside Louisville, KY, a hotel block is one of the most helpful services you can offer to simplify logistics for everyone involved.
– Need help coordinating your full wedding weekend? Our wedding planning services in Louisville, KY can include venue coordination, hotel block negotiations, and group transportation planning.
Types of Hotel Block for Weddings
Courtesy Hotel Blocks
The most flexible and low-risk option.
The hotel holds a specific number of rooms (e.g., 10–20) until a cutoff date, often 30–60 days before the wedding.
No financial penalty if guests don’t book every room.
Un-booked rooms are released to the public after the cutoff.
Ideal for couples who want flexibility and don’t want to be liable for un-booked rooms.
Guaranteed or Attrition Room Blocks
The couple commits to filling a percentage of the block (typically 80–90%).
If fewer rooms are booked, the couple may owe a penalty on the un-booked portion.
Rates are usually more competitive due to the commitment level.
This option is often used for destination weddings or when the couple wants better leverage in negotiations.
How Much Does a Hotel Block for a Wedding Cost? What Couples Should Expect
Securing a hotel room block for your wedding is one of the most helpful planning steps for out-of-town guests, but many couples underestimate how pricing works. On average, wedding hotel blocks range from $120–$280 per night, depending on the hotel tier, location, season, and local demand. Peak wedding months, major city events, and weekend dates can push rates higher, especially for luxury or downtown properties.
Most hotels require a minimum number of rooms, typically 10–20 rooms per night, and may offer discounted rates compared to public pricing. Some blocks are courtesy blocks (no financial risk to the couple), while others are guaranteed blocks, which may require a contract and carry a financial obligation if rooms go unbooked. Added perks may include shuttle options, complimentary suites for the couple, or reduced parking fees, these vary by property and negotiation.
To stay within budget, couples should:
Lock in hotel blocks 8–12 months in advance
Compare courtesy vs. guaranteed blocks
Choose multiple hotel tiers (budget, mid-range, luxury)
Confirm cut-off dates for guest booking
Ask about attrition fees and cancellation policies
How Do Hotel Blocks for Wedding Work? How are They Booked and Paid For?
The hotel provides a custom booking link or code for guests.
Guests pay for their own rooms at the discounted rate, not the couple (unless stated otherwise).
Payment is made directly by guests to the hotel through the group booking portal or by phone.
– If you’re planning multiple events across your wedding weekend, like a rehearsal dinner or farewell brunch, consider reserving the block for 2–3 nights to accommodate all travel needs.
Hotel Block Minimums, Discounts, and Perks
Most hotel room blocks for weddings require a minimum of 10 rooms. In return, couples often receive:
5–20% off the regular room rate (average savings around 15%)
Perks like a complimentary suite or room upgrades after a certain number of rooms are booked
Easier coordination for shuttles or group activities
– Ask your planner or the hotel’s sales coordinator about transportation logistics. Some properties offer free shuttle service within a 5–10 mile radius when room blocks exceed certain thresholds.
Timeline: How to get a Hotel Block for a Wedding?
Here’s how to secure a hotel block for your wedding step-by-step:
Estimate how many rooms you’ll need (based on out-of-town RSVPs).
Contact hotels early…at least 6–9 months out for peak season weddings.
Compare rates, room types, cancellation policies, and cutoff dates.
Negotiate added value perks (early check-in, shuttle access, welcome bag delivery).
Sign a contract and request your custom booking link or code.
Share the booking info on your wedding website or save-the-date mailers.
Track bookings (your hotel rep can help monitor progress).
What to Watch For in Wedding Hotel Block Contracts
Always read the fine print. Pay attention to:
Attrition clauses: These specify how many rooms must be filled.
Cancellation terms: Make sure you understand guest cancellation policies and couple liability.
Cutoff dates: Confirm when rooms will be released if un-booked.
Welcome bag fees: Some hotels charge to hand out gift bags at check-in.
Ready to Set Up Your Wedding Hotel Block?
Let us help you navigate contracts, guest logistics, and vendor timelines. Whether you need 10 rooms or 100, Michaelis Events can simplify every part of your wedding weekend.
Contact our planning team today to secure the perfect hotel block and stress less on your big day!
Downtown Louisville Hotels & What to Know for Wedding Room Blocks
Omni Louisville Hotel
Perfect for large weddings, their Grand Ballroom accommodates up to 760 guests for a banquet, or over 1,000 for a reception. Omni Hotels & Resorts+1
Rooms generally run ~$172/night (based on recent public rates) in the downtown area. KAYAK+1
Given the size of the venue, this is a strong pick if you expect many out-of-town guests, a block here gives you a convenient, all-in-one location for lodging + celebration.
The Galt House Hotel
Offers multiple ballrooms (like the Willow Room, Archibald Cochran Ballroom) and flexible spaces are good for both receptions and rehearsal dinners. The Galt House
As a downtown-accessible hotel with on-site event spaces + lodging, it’s ideal for guests who want convenience and a central location. The Galt House+1
Recent public nightly rates vary, one listing shows ~$93/night (before taxes/fees) in off-peak searches. travelocity
The Brown Hotel
A classic, historic hotel – good for couples seeking elegance and charm. Their restored Rooftop Garden and skyline views add to the romantic vibe. The Brown Hotel+1
Public rates in recent sample searches have been around ~$118–$129/night. travelocity+1
Because of its character and reputation, it’s often chosen by couples wanting a more traditional or upscale feel for their wedding-block hotel.
Homewood Suites by Hilton Louisville Downtown
Great option if you want a reliable, mid-range hotel block for guests: they allow reserving 10–25 rooms instantly online for a group block. Hilton
Useful for informal or budget-conscious wedding guests, often hotel blocks are easier to manage and guests appreciate the transparency and simplicity.
Even if the hotel doesn’t offer glamorous ballrooms, pairing this with a separate reception venue and using this hotel purely for lodging can be cost-effective.
What “Hotel Block Info + Pricing” Generally Looks Like in Louisville
From recent data across downtown hotels: expedia+2travelocity+2
| Tier / Hotel Type | Typical Public Nightly Rate (Downtown) | Use Case for Wedding Groups / Blocks |
|---|---|---|
| Budget / Mid-range (e.g. Homewood Suites) | ~$90–$120/night | Affordable group lodging; convenient for out-of-town guests or rehearsal-dinner stays |
| Mid-range / Historic / Classic (e.g. The Brown Hotel, The Galt House) | ~$110–$130/night | Charming lodging + walkability; good balance of quality and value |
| Premium / Full-service (e.g. Omni) | ~$170–$180+/night | Best for large guest counts, comfort, convenience to downtown venues, and full wedding amenities |
What to Do When You Reach Out for a Block
Ask for a “group or wedding block rate” – many hotels will offer a discounted rate compared to public pricing. Some local planners even use services that connect to hotels for block bookings at no direct cost. Weekend Wedding Warrior+1
Confirm minimum room count (often 10–20 rooms), and whether the block is courtesy (no commitment) or guaranteed (rooms plus potential attrition fees) – this affects your financial responsibility.
Consider mixing hotel tiers: budget-friendly for guests on a budget, plus a nicer option for VIPs or out-of-town family.
Make sure the hotel’s location and amenities (parking/transportation, proximity to venue, event-space availability) fit your overall wedding plan.
