When planning a destination wedding abroad, one of the first big decisions you need to make is securing a room block contract for your guests. It sounds simple, until it’s not. You reserve a room block, guests book, and you’re set. But here’s where many couples get caught off guard: understanding the terms & conditions of your room block contract.
One thing that can easily lead to mistakes is signing a room block early and assuming that most of your guests will attend; thus, you tend to hold on to these rooms past the penalty dates. I once read about a couple who did this, and as their wedding date got closer, guests’ plans changed, and they were left with several unbooked rooms just a few weeks before their wedding.
To make things worse, the resort wouldn’t release the remaining rooms without a penalty. What was supposed to be a celebration turned into a stressful scramble to avoid paying for empty rooms.
It’s a situation that happens more often than couples realize—and one that can easily be avoided with the right guidance.
Why Room Block Contracts Can Be Tricky
If you don’t know what you’re into, read along…
- Attrition clauses: Many contracts require you to fill a certain percentage of the block (often 80–90%) & come with deadlines as to when the first penalty hits. If you don’t release the rooms before the first penalty, you may end up paying for the unsold inventory.
- Overestimating guest count: It’s easy to assume everyone invited will come. But travel, finances, and life circumstances often prevent guests from attending.
- Deadlines: Resort room block contracts have set deadlines, and you have to base your RSVP & Final payment dates to meet the deadlines.
- Financial Commitment: You will be responsible for the initial deposit to hold the room block, and there will be some clauses that include a second or third deposit.
How a Destination Wedding Travel Advisor Helps You Avoid Room Block Stress
1. Managing Strict Timelines
Every room block contract includes important dates and deadlines to release rooms, penalty windows, and final payment cutoffs. As your Travel Advisor, I create a customized timeline so nothing slips through the cracks. You’ll always know when decisions or payments are due, without having to dig through fine print or confusing clauses.
2. Releasing Unsold Inventory Before Penalties Hit
Once your RSVP deadline passes, I take care of reviewing your bookings and releasing any unreserved rooms before the first penalty hits. This simple step can save couples thousands and keep the contract aligned with your actual guest count. What happens if you have late RSVPs? It is always easier to add on to the room block instead of holding on to it.
3. Adding Rooms Later if Needed
One of the biggest misconceptions is thinking you need to secure every possible room upfront. The truth is, it’s much easier to add rooms later than to remove them. I partner directly with tour operators that have good relationships with the resorts, so if we need to add on rooms, we can based on availability and current rates.
Why Having an Expert Matters
By working with a travel advisor, your room block contract is structured in a way that keeps everything clear and manageable. You’ll know exactly what the timeline looks like, when deposits are due, when unsold rooms will be released, and when penalties start to apply. This process not only protects you from unexpected costs but also ensures the agency can manage your room block efficiently and avoid penalties on both sides.
Your destination wedding should be filled with excitement, not anxiety over unused rooms or unexpected costs. A destination wedding travel advisor helps you navigate every detail of your room block contract so you can focus on celebrating with the people who matter most.
If you’re starting to plan your destination wedding and want expert help managing your guests and room block, I’d love to help. Let’s create a stress-free planning experience and make sure every detail from your contract to your celebration is handled the right way!
