The Hidden Hero of Wedding Planning

Why Your Hotel Room Block Matters More Than You Think

Let’s be honest—booking hotel room blocks doesn’t exactly scream “wedding magic.” It’s not as fun as dress shopping, not as photogenic as your tablescape mock-up, and it doesn’t usually come with champagne. But if you’re planning a DMV-area wedding, trust us: your hotel block is one of the most impactful moves you can make for your guests, your timeline, and your own peace of mind.

At Pride in Planning, we believe thoughtful logistics are the quiet heroes of unforgettable events—and hotel accommodations are no exception.

Here’s everything you need to know about how (and why) to do this right.

The DMV Is Busy—Book Early, Book Smart

Between spring cherry blossom season, summer tourism, fall festivals, and a constant stream of conferences, DC-area hotels fill up fast. That goes for venues in Downtown DC, Georgetown, Arlington, Alexandria, Bethesda, National Harbor, and Northern Virginia alike. If your wedding falls during peak season (April–June or September–November), the early bird definitely wins the room block.

We recommend securing your block 6–9 months in advance, and even earlier if your wedding overlaps with a major event or long weekend. Hotel calendars move quickly in this area, and we’ve seen rates spike overnight during popular weekends.

As your planning team, we’ll help you identify which neighborhoods make the most sense for your guests—whether that’s a boutique spot near your venue or a national brand with loyalty perks and easy Metro access.

What Is a Hotel Room Block, Anyway?

A hotel room block is a group of rooms that a hotel holds just for your wedding guests, often at a discounted rate. Guests can book individually, but they’ll receive the special pricing and be grouped in the same general area of the hotel—think same floor, near the elevators, or next to the couple’s hospitality suite.

This makes it easier for guests to coordinate rides, hang out before or after the wedding, and feel like part of the celebration from the moment they check in.

Why It’s a Game-Changer for You and Your Guests

Booking a hotel block…

Takes the guesswork out of where guests should stay
Helps avoid a million “Where’s a good hotel near the venue?” texts
Makes group transportation easier to coordinate
Can unlock perks (hello, free upgrades or complimentary night stays)
Gives your out-of-town guests a smooth, welcoming experience

It’s a simple way to show your people that you’ve thought of everything—and when your guests feel considered, they show up more relaxed, ready to celebrate, and way less stressed.

5 Smart Tips for Booking a Hotel Block

1. Book Early (Have We Mentioned That?)
You don’t want to be competing with a citywide conference or a Nationals home game. The earlier you reach out to hotels, the more leverage you have on room rates, availability, and added perks.

2. Ask About Extras
Many hotels offer incentives when you book a block of 10+ rooms. These can include:

  • A complimentary night for the couple

  • Discounted valet or parking passes

  • A free hospitality suite for welcome drinks or brunch

  • Group shuttle service to the venue

You won’t know unless you ask—or let your planner ask on your behalf. We know how to speak their language and advocate for the best deal.

3. Communicate the Cutoff Date Clearly
Every room block has an expiration date—usually 30 to 60 days before your wedding. After that, rooms go back into the hotel’s general inventory and your guests could lose the group rate. To avoid confusion (and last-minute stress), include the booking link and deadline on your:

  • Wedding website

  • Save-the-dates or invitation insert

  • Reminder emails a few weeks out

We always help our couples draft this language so it’s clear, friendly, and gets the job done.

4. Estimate Room Numbers Thoughtfully
You don’t need to reserve a room for every guest—but a good rule of thumb is that about 70–80% of out-of-town guests will book in your block. Start with a conservative number, and make sure the hotel allows you to increase (or decrease) that amount before the cutoff without penalty.

5. Offer a Range of Options
Not everyone has the same budget, and that’s okay. We suggest offering two hotel choices: one with elevated amenities (think rooftop bar, spa, valet) and one more budget-conscious (but still clean, safe, and close to your venue). In areas like DC proper, Alexandria, or Bethesda, that kind of variety helps guests choose what works best for them—and shows you’ve considered everyone’s needs.

A Little Effort, Big Payoff

Hotel blocks may not be glamorous, but they’re one of those foundational pieces that help your whole weekend feel cohesive and well-organized. It’s the kind of detail guests won’t always notice—unless it’s missing.

And when you work with us, you don’t have to stress about navigating room contracts or following up with hotel reps. We’ll handle the details, so you can focus on the fun parts (like cake tastings, floral mock-ups, and designing the perfect welcome bags).

Let’s make your wedding weekend seamless, stylish, and stress-free—from check-in to check-out.

Ready to get started? Contact us to learn more about full and partial planning services—we’d be honored to help bring your DMV celebration to life.

Photography: Sydney Biggs Photography