Group Block (Room Block)

Room blocks are the backbone of conferences, offsites, incentive trips, and weddings. The group contracts a number of rooms per night at a set rate, and attendees either book into the block using a code or link, or the organizer submits a rooming list. The contract also sets deposits, cancellation terms, and sometimes complimentary rooms earned for a number of paid room nights.

The cutoff date, often about a month before arrival, is the key deadline: after it, unbooked rooms are released and the group rate may no longer be available. Most contracted blocks also carry attrition terms. A courtesy block, common for weddings, usually carries no penalty but tends to be smaller, with an earlier cutoff.

Size the block to realistic attendance, track pickup weekly, and negotiate review dates when you can reduce rooms without penalty. An advisor can negotiate the contract and track pickup for you; see group and team travel and attrition clause.