What Is a Hotel Room Block? How It Works for Companies
Short answer: a hotel room block is a set number of rooms a hotel holds for one group on fixed dates, at an agreed rate, until a release date. Companies use room blocks for meetings, training, project teams and company trips, so every guest stays at the same hotel and rate instead of booking one by one on the open market.
Part of our guide to hotel room blocks for company trips in Vietnam.
Why companies use a room block
Rooms are held
The hotel sets the rooms aside before the dates fill, which matters in peak months and around holidays.
One rate for everyone
All guests in the block pay the agreed group rate, so the budget is known before anyone travels.
One list, one invoice
Names go on one rooming list, and the company settles one booking instead of many separate stays.
Two kinds of room block
| Courtesy block | Contracted block | |
|---|---|---|
| What the company commits to | Nothing fixed: the hotel holds rooms until the release date | A number of room nights, written into a contract |
| Unused rooms | Go back to the hotel at the release date, usually at no charge | Can be dropped only within the attrition allowance; beyond it, the company pays |
| Deposit | Often none | Usually a deposit and a balance on fixed dates |
| Typical use | Smaller groups, guests who book and pay their own rooms | Company-paid stays, events and trips where the rooms must be secured |
Which kind a hotel offers depends on the dates, the number of rooms and the season. Release dates, attrition and deposits are explained in room block contract terms.
How a room block works, step by step
Request
Send the city, dates, rooms per night and room types.
Quote
The quote states the rate, inclusions, deposit and balance schedule, and the release and cancellation terms.
Rooming list
Guest names are sent on one list and can be changed up to the deadline stated on the confirmation.
Release and stay
Unused rooms are returned by the release date; the group checks in, and the company receives one invoice.
Room block or individual bookings
A block makes sense when several colleagues stay at the same hotel on the same nights. Many hotels start group pricing at around 8 to 10 rooms on the same nights; each hotel sets its own minimum, and some raise it in peak season. For fewer rooms, individual bookings at a company rate are usually simpler. See how many rooms you need for a group rate.
How Bedtara handles room blocks
Bedtara supplies the rooms only. The quote covers the room rate, inclusions, deposit and balance schedule, and the release and cancellation conditions, and the booking is binding once confirmed in writing. Vietnamese companies receive a VAT invoice issued by Dong Thi Co., Ltd. If the group also needs transfers or a programme, our sister brand Dong Thi Travel handles those.
Questions
What is a hotel room block?
A set number of rooms a hotel holds for one group on fixed dates, at an agreed rate, until a release date.
Do you have to pay for unused rooms in a block?
In a courtesy block, unused rooms usually go back to the hotel at the release date at no charge. In a contracted block, the company pays for unused rooms beyond the attrition allowance.
How many rooms make a room block?
Many hotels start group pricing at around 8 to 10 rooms on the same nights. Each hotel sets its own minimum.
Room block terms Rooms for a group rate Room blocks for event attendees Negotiating group rates
Need rooms held for your team?
Send the city, dates and rooms per night. We quote the block with its release and payment terms.