Planning a big event, like a wedding, family reunion, or conference? You’ll likely need to arrange a room block at a hotel for your guests. This means reserving a set number of rooms at a special rate. But how do you start this process? Knowing **What To Email A Hotel Asking For A Room Block** is crucial for securing the best deal and ensuring your guests have a comfortable stay. Let’s break down the essential elements of that initial email.
Key Information to Include in Your Initial Inquiry
When contacting a hotel about a room block, you need to provide them with key details so they can understand your needs and give you an accurate quote. This will help to start the process of negotiation. You need to be specific with the hotel, it is important to be as thorough as possible.
Here’s what to include:
- Event Name: What is the event called? (e.g., “The Smith Wedding,” “The Annual Tech Conference”).
- Event Date(s): When is the event taking place? Include both the start and end dates.
- Estimated Number of Rooms: How many rooms do you anticipate needing? Be as accurate as possible, even if it’s a range.
- Guest Check-in and Check-out Dates: When will guests arrive and depart?
- Hotel Preferences: Do you have a specific hotel in mind? If so, name the hotel.
- Guest Demographics: Knowing your guest demographic helps the hotel cater services and room sizes, are your guests mostly families, couples or single travelers.
Here is a quick look at what to include in the subject line for your email:
- Room Block Inquiry - [Your Event Name] - [Event Dates]
- Request for Proposal: Room Block - [Event Name]
- Room Block Availability Inquiry - [Your Name/Company] - [Event Date]
Getting this information right from the start saves time and sets the stage for a successful negotiation.
Initial Inquiry: Basic Room Block Request
Subject: Room Block Inquiry - The Johnson Family Reunion - July 12-14, 2024
Dear [Hotel Name] Sales Team,
My name is [Your Name], and I’m planning a family reunion, “The Johnson Family Reunion,” from July 12-14, 2024. We are anticipating approximately 20-25 guest rooms needed.
We are interested in learning about your room block rates and availability. Guests would likely be checking in on Friday, July 12th, and checking out on Sunday, July 14th.
Please let me know what options you have available, and if you offer any discounts or amenities for group bookings.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Adding Specific Needs: Dietary Requirements and Accessibility
Subject: Room Block Inquiry - The Tech Conference - October 26-28, 2024
Dear [Hotel Name] Sales Team,
I am [Your Name] and I am the event planner for the “Annual Tech Conference,” which will be held October 26-28, 2024. We expect around 50-60 attendees to require accommodations.
We are looking for information on room block rates and availability. Please let me know the different room types available and include accessible room options. Also, if your hotel can accommodate the dietary needs for some of our guests (e.g., vegetarian, vegan, gluten-free) at the hotel restaurant or at the breakfast buffet.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Phone Number]
[Your Email Address]
Inquiring About Included Amenities
Subject: Room Block Inquiry - The Davis Wedding - September 15-17, 2024
Dear [Hotel Name] Sales Team,
My name is [Your Name] and I am organizing the “Davis Wedding” from September 15-17, 2024. We are expecting about 30 rooms for our guests, with check-in on the 15th and check-out on the 17th.
Could you please provide a proposal for a room block, including information on included amenities such as complimentary breakfast, parking, and Wi-Fi? We’d also like to know if you offer any shuttle services to local venues.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Following Up on a Previous Inquiry
Subject: Following up: Room Block Inquiry - The Miller Family Reunion - July 2024
Dear [Hotel Name] Sales Team,
I am writing to follow up on my room block inquiry for “The Miller Family Reunion” in July 2024. I sent an email on [Date of Initial Email].
If you need any further information, please let me know. If the initial sales representative is unavailable, please direct this email to the most appropriate person. Thank you for your time.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Requesting a Proposal with Specific Requirements
Subject: Room Block Proposal Request - The Smith Conference - November 8-10, 2024
Dear [Hotel Name] Sales Team,
I am [Your Name] and I am organizing “The Smith Conference” to be held from November 8-10, 2024, and require a room block for approximately 75 rooms. Our guests will be arriving on November 8th and departing on November 10th.
We are looking for a room block with the following requirements:
- King-size beds for single occupancy guests.
- Two double beds for double occupancy guests.
- Complimentary Wi-Fi access.
- On-site parking.
Please send a detailed proposal including room rates, cancellation policies, and any additional fees. We will be looking forward to your response.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Phone Number]
[Your Email Address]
Negotiating Room Block Details
Subject: Regarding Your Proposal - The Anderson Wedding - October 2024
Dear [Hotel Name] Sales Team,
Thank you for your proposal for a room block for “The Anderson Wedding” in October 2024. We appreciate your prompt response and detailed information.
We are interested in moving forward, but we have a few questions. Is it possible to negotiate a slightly lower rate for the rooms? Also, could you provide a later cut-off date for booking? Our guests may need additional time to make reservations.
Please let me know if you’re able to accommodate these requests. We look forward to your response.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
In conclusion, composing a well-crafted email when asking a hotel for a room block is a crucial first step. By including all necessary information, being clear about your needs, and maintaining a professional tone, you increase your chances of securing a favorable room block agreement. Remember to always follow up and be ready to negotiate to get the best deal for your event and your guests.