Planning an event, whether it's a wedding, a corporate conference, a family reunion, or a sports team's travel, often involves accommodating a group of people. And when it comes to reliable, comfortable, and widespread options, Marriott stands out. Blocking rooms at a Marriott property can simplify your logistics, provide discounted rates, and ensure everyone stays together. But how exactly do you go about it? Let's dive in!
The Ultimate Guide to Blocking Rooms at Marriott
Are you ready to streamline your group's accommodation needs and secure fantastic rates? Fantastic! Let's get started on blocking rooms at a Marriott property with this comprehensive, step-by-step guide.
Step 1: Define Your Group's Needs – The Crucial First Step!
Before you even think about contacting a Marriott hotel, you need to have a clear understanding of your group's requirements. This is perhaps the most critical initial step to ensure a smooth booking process and to get the best possible deal.
Sub-heading: Assess Your Group Size and Room Requirements
How many people are in your group? Be as accurate as possible. This will directly impact the number of rooms you need.
What are your estimated room nights? Consider the duration of your event. Do people need to stay one night, two nights, or more?
What kind of rooms do you need? Think about:
Single King beds vs. Double Queens: Depending on if guests are traveling solo, as couples, or with families.
Suites vs. Standard rooms: Do you need extra space for hospitality or informal gatherings?
Accessibility needs: Will any guests require ADA-compliant rooms?
What is your budget per room, per night? Having a clear budget range will help you narrow down options and negotiate effectively.
Do you need meeting or event space? If your group event requires conference rooms, banquet halls, or other special areas, mention this upfront as it can often be bundled into your room block agreement.
Sub-heading: Determine Your Dates and Flexibility
Firm dates vs. Flexible dates: Do you have a specific date range that cannot be moved, or is there some flexibility? If you're flexible, you might be able to secure better rates during off-peak times.
Alternative dates: Have a few backup date ranges in mind in case your primary choice isn't available or is too expensive.
Sub-heading: Identify Your Desired Location & Hotel Type
Geographic location: Where do you need your guests to be located? Close to an airport, a specific venue, or a city center?
Marriott Brand Preference: Marriott boasts a diverse portfolio of brands, from luxury (The Ritz-Carlton, St. Regis, JW Marriott) to full-service (Marriott Hotels, Sheraton) to extended stay (Residence Inn, SpringHill Suites) and select service (Courtyard, Fairfield Inn). Consider which brand best fits your group's budget and desired amenities.
Think about your guests' comfort and expectations. A business conference might prefer a full-service hotel with meeting facilities, while a family reunion might prioritize a hotel with a pool and complimentary breakfast.
Step 2: Research Marriott Properties – Finding Your Perfect Match
Once you have a solid understanding of your needs, it's time to start looking at Marriott's vast selection of hotels.
Sub-heading: Utilize the Marriott Website for Group Bookings
Go to the official Marriott website (Marriott.com).
Navigate to the "Meetings & Events" or "Group Travel" section. This is usually found in the footer or a specific tab in the main navigation.
You'll typically find an option to "Submit a Request for Proposal (RFP)" or "Book 10+ Rooms." This is your gateway to formal group inquiries.
Sub-heading: Consider Smaller Groups for Online Booking
For groups of 10-25 rooms, Marriott often allows you to search and book online directly through their group booking portal. This can be a quicker option if your needs are straightforward. You can input your destination, dates, and number of rooms, and the system will show you available hotels and group rates.
For larger groups (typically 25+ rooms or if you need significant event space), it's always recommended to submit an RFP, as this will connect you directly with a hotel sales representative.
Sub-heading: Explore Specific Hotel Websites and Contact Details
If you have a particular Marriott brand or hotel in mind, you can also visit their individual website. Many hotels have a "Groups & Events" or "Meetings" section with direct contact information for their sales team. This can be useful for more personalized inquiries from the start.
Step 3: Initiate Contact and Submit Your Request – Getting the Conversation Started
Now it's time to reach out to the hotels.
Sub-heading: Craft Your Request for Proposal (RFP)
When you submit an RFP through Marriott's website, you'll be asked to provide detailed information about your event. Be thorough and clear in your submission. Include:
Your contact information: Name, organization, phone, email.
Event type: Wedding, corporate meeting, family reunion, sports team, etc.
Desired dates and flexibility.
Estimated number of guest rooms per night.
Room types needed.
Any additional requirements: Meeting space (with estimated attendees), catering needs, audio-visual equipment, parking, specific amenities (e.g., shuttle service, free breakfast).
Your budget (optional but helpful): Providing a budget range can help the hotel tailor their offer to your expectations.
Be prepared to wait a few business days for a response, especially if you're requesting multiple hotels or during busy seasons.
Sub-heading: Follow Up and Engage with Hotel Sales Representatives
Once you've submitted your RFP, a dedicated Marriott sales representative from the hotel(s) you're interested in will likely contact you. This is your opportunity to build a relationship and discuss your needs in more detail.
Be ready to answer questions and provide further clarifications. The more information you give them, the better they can tailor a proposal for your group.
Don't hesitate to ask questions about their group booking policies, availability, and any promotions they might have.
Step 4: Review Proposals and Negotiate Terms – Securing the Best Deal
You'll start receiving proposals from the hotels. This is where you compare and negotiate.
Sub-heading: Understand the Proposal Components
Room Rate: This will be the discounted group rate per room, per night. It's usually lower than the public rate.
Room Block Size: The number of rooms the hotel is holding for your group.
Cut-off Date: This is the most important date for your guests. It's the deadline by which your attendees must book their rooms within your block to receive the special rate. After this date, any unbooked rooms in your block are released back to the hotel's general inventory, and guests may no longer get the discounted rate or even find availability.
Attrition Clause (if applicable): This is crucial to understand. An attrition clause means you are financially responsible for a certain percentage of the rooms in your block, even if they are not booked by your guests. For example, if you have a block of 50 rooms with an 80% attrition rate, you are responsible for 40 rooms. If only 35 rooms are booked, you might have to pay for the remaining 5. Always aim for a "courtesy block" if possible, where you are not financially liable for unbooked rooms. However, courtesy blocks are often offered for smaller groups (e.g., 10-15 rooms) or during off-peak times.
Cancellation Policy: Understand the terms for canceling your entire room block.
Concessions/Perks: Hotels often offer incentives for group bookings. These could include:
Complimentary room nights (e.g., one free room for every 20 rooms booked).
Complimentary upgrades for key individuals (e.g., event organizer, VIPs).
Discounted or complimentary meeting space rental.
Complimentary Wi-Fi in guest rooms or meeting areas.
Discounted food and beverage packages.
Welcome amenities for guests.
Sub-heading: Negotiate Strategically
Don't be afraid to negotiate! Hotels are often willing to adjust rates, attrition clauses, or offer additional concessions, especially if your event is during an off-peak season or if they are eager to fill rooms.
Highlight the value of your group: If your group brings significant food and beverage revenue, or is likely to book additional services, emphasize this.
Compare offers: If you've received proposals from multiple Marriott properties (or even competing hotel chains), use them as leverage for better terms.
Clarify everything in writing: Ensure all agreed-upon terms, rates, and concessions are clearly documented in the contract.
Step 5: Finalize the Contract and Communicate with Guests – Making it Official
Once you've settled on a proposal, it's time to sign the contract and inform your attendees.
Sub-heading: Sign the Group Contract
Read the contract carefully before signing. Pay close attention to the cut-off date, attrition policy, and cancellation terms. If anything is unclear, ask for clarification.
Once signed, the hotel will officially hold the rooms for your group.
Sub-heading: Share Booking Information with Your Guests
Provide a dedicated booking link: Marriott hotels will typically provide you with a unique link (often called a "ResLink") that allows your guests to book directly into your room block at the negotiated rate. This is the easiest and most convenient way for your guests to book.
Include the group code: If a direct link isn't available, or as an alternative, provide guests with the specific group code they can use when booking on Marriott.com or over the phone.
Clearly state the cut-off date: Emphasize the deadline for booking to avoid disappointment.
Include hotel details: Provide the hotel name, address, and contact number.
Disseminate information widely: Share the booking details on your event website, in invitations, via email, or in a dedicated communication to your group. The earlier you share this information, the better.
Step 6: Monitor Your Room Block and Adjust as Needed – Staying on Top of Things
Your work isn't over after the contract is signed!
Sub-heading: Track Bookings and Communicate with the Hotel
Most Marriott hotels can provide you with regular reports on how many rooms have been booked within your block. Review these reports regularly.
Keep an open line of communication with your hotel's sales or event manager.
If your block is filling up quickly: Ask if the hotel can add more rooms to your block, especially before the cut-off date. They may be able to do this based on availability.
If your block is not filling: Discuss options with the hotel. Can the cut-off date be extended? Can the attrition rate be adjusted? It's better to address this proactively than to be hit with unexpected charges.
Sub-heading: Finalize Guest List and Special Requests
As the cut-off date approaches, encourage any remaining unbooked guests to make their reservations.
Provide the hotel with any special requests or rooming lists well in advance (e.g., connecting rooms, specific floor requests, early check-ins/late check-outs). While not always guaranteed, hotels will do their best to accommodate.
Step 7: Post-Event Follow-up – Tying Up Loose Ends
Even after your event, a quick follow-up can be beneficial.
Sub-heading: Review Your Final Bill
Carefully review the final invoice from the hotel to ensure all charges align with your contract and booked rooms.
Sub-heading: Provide Feedback
Consider sending a brief thank you or feedback to the hotel sales team. This can be valuable for future group bookings and maintaining a good relationship.
Frequently Asked Questions (FAQs) about Blocking Rooms at Marriott
Here are 10 common questions related to blocking rooms at Marriott, with quick answers:
How to initiate a group room block request with Marriott?
You can initiate a group room block request by visiting Marriott.com and navigating to the "Meetings & Events" or "Group Travel" section, where you can submit an online Request for Proposal (RFP). For smaller groups (10-25 rooms), you might also be able to use a dedicated online group booking tool.
How to get the best group rate at a Marriott hotel?
To get the best group rate, be flexible with your dates, clearly define your group's needs, submit detailed RFPs to multiple Marriott properties (or even competing brands for comparison), and be prepared to negotiate terms and concessions with the hotel's sales team. Booking further in advance can also lead to better rates.
How to understand the attrition clause in a Marriott group contract?
The attrition clause specifies the minimum percentage of rooms in your block that your group is financially obligated to fill. If fewer than this percentage are booked by the cut-off date, you may be charged for the difference. Always clarify the attrition rate and try to negotiate for a courtesy block if possible, especially for smaller groups.
How to share the Marriott group booking link with my guests?
After finalizing your contract, the Marriott hotel will provide you with a unique "ResLink" or a group code. You can then share this link directly with your guests via email, on your event website, or in your invitations, making it easy for them to book at your negotiated group rate.
How to add more rooms to an existing Marriott room block?
Contact your dedicated Marriott hotel sales or event manager. If there is availability, they can often add more rooms to your block, especially before the cut-off date.
How to extend the cut-off date for my Marriott room block?
Reach out to your Marriott hotel contact as soon as possible if you anticipate needing an extension. While not guaranteed, hotels may grant extensions based on their availability and how well the block has been filling so far.
How to use Marriott Bonvoy points for rooms within a group block?
Generally, rooms booked within a group block at a discounted rate cannot be paid for using Marriott Bonvoy points. Point redemptions are typically for individual reservations at standard rates. However, guests can still earn points on paid stays within a group block.
How to handle unbooked rooms in a Marriott group block?
If rooms remain unbooked as the cut-off date approaches, first encourage your guests to book. If an attrition clause is in place, you may be financially responsible for the unbooked rooms up to the agreed-upon percentage. Communicate with the hotel to explore options like releasing some rooms or negotiating a lower attrition penalty if applicable.
How to get a complimentary room for the event organizer at Marriott?
Many Marriott hotels offer concessions for group bookings, which can include complimentary room nights for the organizer or VIPs, especially for larger blocks. This is typically part of the negotiation process with the hotel's sales team.
How to know which Marriott brand is best for my group?
Consider your group's budget, desired amenities, and the purpose of your event. Luxury brands like The Ritz-Carlton offer premium services, while full-service brands like Marriott Hotels are great for meetings. Extended stay brands like Residence Inn are ideal for longer stays, and select-service brands like Courtyard offer good value with essential amenities. Research the specific brands on Marriott.com to find the best fit.
