Twenty rooms held, eleven booked, and a bill for the other nine. That is how a hotel room block can go wrong when a couple signs a contract without reading the attrition clause. Room blocks are one of the most useful tools for out-of-town guests, and one of the least understood. The difference between a block that costs nothing and one that costs a lot often comes down to which type you choose.
There are two main types of room blocks: courtesy blocks and contracted blocks. Here is how they compare, side by side, and how to decide which one fits your wedding. Terms vary by hotel, so treat this as a guide to the questions to ask.
Courtesy Blocks
A courtesy block, sometimes called a non-contracted or soft block, is a set of rooms the hotel holds at a group rate until a cutoff date. Guests book directly. Any rooms not booked by the cutoff are released back to the hotel, and you owe nothing for them.
- Financial risk to the couple: usually none.
- Number of rooms: often smaller, since the hotel carries the risk.
- Rate: typically a discount off standard rates, though it varies.
- Availability: limited in busy seasons, when hotels expect to fill rooms anyway.
- Best for: smaller weddings, uncertain guest counts, or couples who want no financial obligation.
Contracted Blocks
A contracted block, sometimes called a guaranteed block, is a formal agreement where you commit to filling a certain share of the rooms. In exchange, the hotel may offer a larger block, a better rate, or perks. If guests book fewer rooms than the contract requires, you may be responsible for paying the difference.
- Financial risk to the couple: real, depending on the attrition terms.
- Number of rooms: can be larger, which helps for big guest lists.
- Rate: sometimes lower than a courtesy block, plus possible extras like a free suite or welcome reception space.
- Availability: more likely to be offered during peak periods.
- Best for: larger weddings with many confirmed out-of-town guests.
Side by Side: The Key Differences
The most important difference is who carries the risk. With a courtesy block, the hotel does. With a contracted block, you do. The other differences follow from that. Hotels are willing to hold more rooms and offer extras when someone has promised to fill them, and less willing when nobody has.
Cutoff dates work similarly in both. After the cutoff, unbooked rooms are released and the group rate may no longer apply. Guests who book late may pay standard rates or find the hotel full, so the cutoff date matters for guests in either case.
The Clauses to Read Closely
Attrition
Attrition is the share of the block you must fill. If the contract says you must fill a certain percentage and guests book fewer rooms, you pay for the gap. Ask exactly how it is calculated, when it is measured, and whether rooms booked outside the block by your guests count toward it.
Cutoff Date
Ask when unbooked rooms are released and whether the date can be moved. A cutoff too far ahead of the wedding can leave late-booking guests without rooms.
Minimum Stay and Cancellation
Some hotels require a minimum number of nights on peak weekends. Ask what happens if a guest cancels, and whether that affects your attrition count.
Perks and Incentives
Contracted blocks sometimes come with extras, such as a complimentary room for the couple, a discounted rate for a welcome event space, or loyalty points. Ask what is included, what conditions apply, and whether the perks depend on reaching a certain number of booked rooms. Get every promised perk in writing.
How to Choose
Start by estimating how many guests will truly need rooms. Count only people who have told you they plan to travel, not everyone who lives out of town. If the number is uncertain or modest, a courtesy block is usually the safer choice. If you have many confirmed travelers and want a larger block during a busy period, a contracted block may be worth the commitment.
Many couples split the difference by holding a courtesy block at two hotels with different price points. That gives guests options without taking on financial risk. If you do sign a contracted block, keep the commitment conservative. You can often ask to add rooms later if demand is high.
Getting Guests to Book
- Put the hotel details, booking link, and cutoff date on your wedding website.
- Mention the block on save-the-dates for destination or travel-heavy weddings.
- Send a reminder a few weeks before the cutoff.
- Ask the hotel for a pickup report so you can track bookings.
If bookings are slow as the cutoff nears, ask the hotel whether the block can be reduced without penalty. Many hotels will reduce a block if asked early, before the attrition date, but few will after it.
A room block should make travel easier for guests, not create a surprise bill for you. Read the contract, choose the type that fits your guest list, and keep the cutoff date visible. When you are comparing options, browse Bay Area venues, planners, and transportation companies that can help guests get from the hotel to the celebration.
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