How Many Hotel Rooms Should You Block for a Wedding?

This is the question every couple struggles with: how many hotel rooms should we actually block? Too many and you risk attrition penalties. Too few and your guests miss out on the group rate.

There is a simple formula that works for almost every wedding. Here is how to use it.

The 60 to 80 Percent Rule

Block rooms for 60 to 80 percent of your out-of-town guests. Not 100 percent. Not 50 percent. The sweet spot is right in that range.

Why not 100 percent? Because not every out-of-town guest will use the hotel block. Some will stay with local family. Some will use Airbnb. Some will drive in the day of. In practice, about 65 to 75 percent of out-of-town guests actually book through the block.

The Formula

Step 1: Count your total guest list. Step 2: Estimate how many are from out of town (usually 50 to 70 percent for most weddings). Step 3: Multiply out-of-town guests by 0.7 (the middle of our 60 to 80 percent range). Step 4: Divide by average guests per room (usually 1.5 to 2). That is your room count.

Example: 150-Guest Wedding

Total guests: 150. Out-of-town guests: 100 (67 percent). Guests likely to use block: 70 (100 times 0.7). Rooms needed: 35 to 47 (at 1.5 to 2 guests per room).

Block 40 rooms. This gives you a buffer without overcommitting.

Example: 80-Guest Intimate Wedding

Total guests: 80. Out-of-town guests: 50 (63 percent). Guests likely to use block: 35 (50 times 0.7). Rooms needed: 18 to 23.

Block 20 rooms. Tight, manageable, and likely to fill.

Factors That Push the Number Up

Destination weddings where everyone is from out of town. Remote venues with no Airbnb or alternative lodging nearby. Multi-day celebrations (rehearsal dinner Friday, wedding Saturday, brunch Sunday) that require multiple nights. Winter or holiday weddings where guests extend the trip into a vacation.

Factors That Push the Number Down

Local weddings where most guests drive in. Budget-conscious guest lists where some will seek cheaper options. Weddings near major cities with lots of Airbnb and hotel options outside your block.

The Attrition Safety Net

Most hotel contracts include an attrition clause requiring you to fill 80 percent of your block. So if you block 40 rooms, you need at least 32 booked to avoid penalties.

With the 60 to 80 percent rule, your block is already sized conservatively. But to be safe, negotiate the attrition down to 70 percent. That gives you even more room.

On a 40-room block at 70 percent attrition, you only need 28 rooms booked. Much easier to hit.

What If You Block Too Few?

If your block fills up before the cutoff date, ask the hotel to add more rooms at the same group rate. Most hotels will accommodate if they have availability. This is a much better problem to have than empty rooms and attrition penalties.

Frequently Asked Questions

What percentage of wedding guests use the hotel block?

On average, 65 to 75 percent of out-of-town guests book through the hotel block. The rest find their own accommodations.

Is it better to overblock or underblock?

Underblock. You can always ask the hotel to add rooms. You cannot easily remove rooms without risking attrition penalties.

Should I block rooms at two hotels?

If you expect more than 30 rooms, yes. Two blocks at different price points give guests options and spread your attrition risk.