You're three months out from your destination wedding, and suddenly, your room block disappears. Some guests still haven’t booked, and now the resort has released your unsold rooms. What happened?
You’ve likely hit your room block release date (also called a drop date or contract end date). This is the point where the resort reclaims any unbooked rooms and adds them back into general inventory. From this point forward, guests will need to book at the resort’s current rates, which are often much higher than the original contracted group rate.
If your guest is frustrated, I get it, but it’s also not your fault. As long as you’ve communicated the deadlines, given ample notice, and provided a clear way to book, you’ve done your part. But now, the window for easy access (and lower prices) has likely closed.
Can You Hold a Room for Someone Who Can’t Book Yet?
Yes, but you’ll need to pay for it upfront. If you know your friend’s mom’s cousin is definitely coming but can’t pay just yet, someone (you, them, or a generous family member) can book it to hold the rate. Just keep in mind: if they back out, you're financially responsible for the room.
How Many Rooms Should You Block?
I recommend blocking rooms for about half your expected guest count. If you're anticipating 100 guests, a 40–50 room block is typically a safe starting point. Many guests will share rooms, especially couples or families. We can always increase your block later, pending availability.
When Should You Set Up Your Room Block?
Immediately after confirming your resort and date. The earlier you contract, the better your chances at securing lower rates, flexible payment terms, and ideal room categories. Plus, your guests will have more time to book and pay.
Can’t Guests Just Book on Their Own?
Technically, yes. But here’s why I strongly recommend a room block:
Resorts sell out. If your guests wait or try to book outside the block, they may miss out entirely or pay significantly more.
You’ll miss out on perks. Free events, room upgrades, and resort credits are tied to how many rooms are booked within your block.
It causes guest drama. Rates vary if booked outside the block, which can lead to tension when guests compare what they paid.
It may cost YOU more. Resorts charge outside guest fees, typically $120+ per person, per day, if someone stays off-property but attends your wedding.
Let’s say just five guests stay off-site. That could easily cost you over $600 just in access fees—fees that could have been avoided with a room block.
Things You Might Not Know About Room Blocks
You may not always get the cheapest rate. Resorts offer perks like flexible payments and event credits, but not always the lowest room prices.
Online booking sites might show lower rates temporarily. These flash sales often come with strict, non-refundable terms and no access to wedding perks.
Only rooms booked through your block count toward your incentives. Even if everyone stays at the same resort, you won’t receive benefits unless they book through your group.
What’s the Risk?
The biggest risk is financial. If rooms in your block go unbooked, you may be responsible for them. That’s why having a travel advisor, like me, is so important. I’ll help you negotiate favorable terms, track deadlines, and manage bookings so you’re never caught off guard.
Final Thoughts from That Blonde Travels
Room blocks aren’t just a formality, they’re a smart strategy. They protect your guests’ rates, maximize your perks, and keep your destination wedding running smoothly. Whether you’re expecting 20 guests or 120, I’ll help you build a block that works for your budget, your timeline, and your peace of mind.
Let’s make your destination wedding effortless.
📩 Start here.
