How far in advance may they reserve?

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A lady inquired about a whole house booking and a possible brunch for everyone and inviting others from other hotels here for a wedding in town. Sept 11-13 - 2015!

Yes, that will work out, NOT. No reservation made that far in advance ever sticks. This is a person who is working way too hard wayy too soon.

How far in advance may they reserve with you?

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TheBeachHouse's picture
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We have four different wedding weekends booked right now.    Looking forward to it.   We will miss the first one (and I'm disappointed.)   We have to be in VA for the weekend.  Our nephew who lives with us is going to be in charge!    

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We have college parents who reserve 2 years prior to graduation just to get a place close enough to the college. Most of our early reservations for something like your situation end up not going thru. Either they find another place with more rooms or they go somewhere else altogether.

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JB we all know how this usually plays out with a year or more in advance bookings.  This may be an exception to the rule since it is a wedding group. 

Sounds like the plan is to place select guests at your place while others will be at hotels.  Hotels usually will block rooms for a time frame, require a deposit and/or other special policies for this type of group.  

I would call the hotels and feel out what their policies are for this sort of thing, then create a policy you feel protects you enough. 

As another poster stated, you can think how to handle the potential luncheon once you know your rooms will be covered.

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Copperhead wrote:

JB we all know how this usually plays out with a year or more in advance bookings.  This may be an exception to the rule since it is a wedding group. 

Sounds like the plan is to place select guests at your place while others will be at hotels.  Hotels usually will block rooms for a time frame, require a deposit and/or other special policies for this type of group.  

I would call the hotels and feel out what their policies are for this sort of thing, then create a policy you feel protects you enough. 

As another poster stated, you can think how to handle the potential luncheon once you know your rooms will be covered.

Oh no, not asking for advice at all, I am not taking the booking. No way no how not that far in advance. I have the system set to now allow them. Smiling Just thought it would be a good topic. I do take 1 year out though! I thought 1 year was a decent time frame. LOL!

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 i would take the booking with a BIG deposit  you set the terms ... and another percentage due 3 months in advance of the booking or whatever would give you lots of time to hopefully re-book. both my sons were married in 2012.  some of the venues were booked 2 years in advance.  june and september are the most popular months to be married around here and, coincidentally, one was married in june the other in september.  we started looking for places for out of state guests to stay in 2010. 

 

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I do 1 yr advance reservations but w/ a large deposit and no cancellations. Learned the hard way with one college graduation reservation years ago. I am too small(room wise) to be jerked around.

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We open reservations for the year on January 1, offering our returning guests first choice by sending out an e-mail to let them know they can take their pick of dates and accommodations at that time.   If they have requested a reservation the year before we request a deposit as soon as the new year turns.  All new reservations of less than 3 nights for the summer season are put off until the end of March so that we can accept longer stays of 5-7 nights, which is what we prefer.  And I agree with JB that reservations made too far in advance don't stick.  We have even had at least one honeymoon cancelled when the groom got cold feet a couple of months before the big event. 

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Silverspoon wrote:
We open reservations for the year on January 1, offering our returning guests first choice by sending out an e-mail to let them know they can take their pick of dates and accommodations at that time.

We are sort of similar. We will accept reservations from returning guests whenever, but we only hold their weeks until January 1st -- on that day becomes first-come, first-served. We send out our newsletter in November, and offer a "discount" (current year's rate instead of the next year's rate) if they confirm their return reservation before Thanksgiving. If we know we will have an opening we make that available, but usually we don't know for sure until January 1. We do take waiting list requests, though, so there is usually quite a flurry of e-mails on New Year's Day.

Makes it a little tough talking to brides who are planning their wedding a year in advance, or to people trying to schedule family reunions and such, but it is a long-standing tradition going back generations.

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Our elopement #2 was canceled 2 weeks before the wedding when the pre-nup he insisted on was one the bride refused to sign. He loved his money more than her.

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I take reservations a year in advance. I have one for Feb 2015. It is a 25th wedding anniversary, she wants to do something special, and as she told me on the street - "Worst case, we can WALK to you!" Yes, they live in town.

Her, Beachie - Is that Hotel Roanoke in Virginia or is it the name of a hotel some other place? Curious.

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gillumhouse wrote:

I take reservations a year in advance. I have one for Feb 2015. It is a 25th wedding anniversary, she wants to do something special, and as she told me on the street - "Worst case, we can WALK to you!" Yes, they live in town.

Her, Beachie - Is that Hotel Roanoke in Virginia or is it the name of a hotel some other place? Curious.

 

Virginia.   A wedding weekend.   Fly in Friday, attend wedding Saturday, fly out Sunday.

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I rake reservations a year in advance. I have one for Feb 2015. It is a 25th wedding anniversary, she wants to do something special, and as she told me on the street - "Worst case, we can WALK to you!" Yes, they live in town.

Her, Beachie - Is that Hotel Roanoke in Virginia or is it the name of a hotel some other place? Curious.

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There is only one Hotel Roanoke. In Roanoke. It burned down and has been rebuilt a decade or so back, in downtown Roanoke.

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Joey Bloggs wrote:

There is only one Hotel Roanoke. In Roanoke. It burned down and has been rebuilt a decade or so back, in downtown Roanoke.

http://www.hotelroanoke.com/

 

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TheBeachHouse wrote:

Joey Bloggs wrote:

There is only one Hotel Roanoke. In Roanoke. It burned down and has been rebuilt a decade or so back, in downtown Roanoke.

http://www.hotelroanoke.com/

 

Yes I know where it is, have been there many times. Smiling Here is a blog article you may be interested in, they visited Black Dog Salvage and Texas Tavern, the Roanoke Star which are a few Roanoke Icons. They did not visit O Winston Link Museum which is across the street from the Hotel Roanoke and worth a visit. yes

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Joey Bloggs wrote:

TheBeachHouse wrote:

Joey Bloggs wrote:

There is only one Hotel Roanoke. In Roanoke. It burned down and has been rebuilt a decade or so back, in downtown Roanoke.

http://www.hotelroanoke.com/

 

Yes I know where it is, have been there many times. Smiling Here is a blog article you may be interested in, they visited Black Dog Salvage and Texas Tavern, the Roanoke Star which are a few Roanoke Icons. They did not visit O Winston Link Museum which is across the street from the Hotel Roanoke and worth a visit. yes

 

Thanks!

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I take reservations 180 days in advance, the exception is a sporting event that happens once a year. We ask those who booked the previous year if they want to reserve before we open up the bookings.

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Agree that weddings are often planned well in advance. For one of the weddings we have coming up, the couple first contacted us about 13 months ahead of their date; for our latest one, the contract was finalized just about 7 months ahead.

Charge a premium, and take a significant non-refundable deposit, or at least set onerous cancellation terms (e.g. 6 months at least.)

 

 

 

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we have a booking for October 2016 - but they are coming for the national final of a competition so they will be here.

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Yes, but remember, wedding venues do book years in advance.  People go nuts when they plan weddings.   We have someone booking us for a wedding in January 2015.  She's probably thinking that if they have it near you, they better have the accommodations lined up.   The brunch can probably wait awhile for details.  LOL

 

I'm going to a wedding at the Hotel Roanoke in May.  I understand they are overbooked and we are lucky to have rooms.   Had to laugh.  I wonder if they count on cancellations like airlines do.

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TheBeachHouse wrote:

Yes, but remember, wedding venues do book years in advance.  People go nuts when they plan weddings.   We have someone booking us for a wedding in January 2015.  She's probably thinking that if they have it near you, they better have the accommodations lined up.   The brunch can probably wait awhile for details.  LOL

 

I'm going to a wedding at the Hotel Roanoke in May.  I understand they are overbooked and we are lucky to have rooms.   Had to laugh.  I wonder if they count on cancellations like airlines do.

We have waaay too many wedding planners who call us 2 months out for a July wedding and are astounded there are no rooms for the weekend they want. They got the venue lined up and reserved 10 rooms at the hotel but now their guests have no place to stay.

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Madeleine wrote:

TheBeachHouse wrote:

Yes, but remember, wedding venues do book years in advance.  People go nuts when they plan weddings.   We have someone booking us for a wedding in January 2015.  She's probably thinking that if they have it near you, they better have the accommodations lined up.   The brunch can probably wait awhile for details.  LOL

 

I'm going to a wedding at the Hotel Roanoke in May.  I understand they are overbooked and we are lucky to have rooms.   Had to laugh.  I wonder if they count on cancellations like airlines do.

We have waaay too many wedding planners who call us 2 months out for a July wedding and are astounded there are no rooms for the weekend they want. They got the venue lined up and reserved 10 rooms at the hotel but now their guests have no place to stay.

 

Likely.   The thing is, if a wedding is held in a hotel, and the bride and groom are staying there, that's where I'm going to stay.   Planner should assume all out of towners will want to be close at hand.   I don't want to have to drive home - especially if I don't know the area - after a wedding.  I plan to be drinking!   And I want to be relaxed.

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TheBeachHouse wrote:

Madeleine wrote:

TheBeachHouse wrote:

Yes, but remember, wedding venues do book years in advance.  People go nuts when they plan weddings.   We have someone booking us for a wedding in January 2015.  She's probably thinking that if they have it near you, they better have the accommodations lined up.   The brunch can probably wait awhile for details.  LOL

 

I'm going to a wedding at the Hotel Roanoke in May.  I understand they are overbooked and we are lucky to have rooms.   Had to laugh.  I wonder if they count on cancellations like airlines do.

We have waaay too many wedding planners who call us 2 months out for a July wedding and are astounded there are no rooms for the weekend they want. They got the venue lined up and reserved 10 rooms at the hotel but now their guests have no place to stay.

 

Likely.   The thing is, if a wedding is held in a hotel, and the bride and groom are staying there, that's where I'm going to stay.   Planner should assume all out of towners will want to be close at hand.   I don't want to have to drive home - especially if I don't know the area - after a wedding.  I plan to be drinking!   And I want to be relaxed.

We didn't tell anyone where we were staying when we got married. With 6 brothers we did not want to worry about pranks!

The hotel next door to us charges wedding guests $250/night and if there are any complaints about noise the bride & groom are required to foot the bill for the non-wedding guests who complain. One reason a LOT of wedding guests stay here is to avoid the noise of the wedding party. (We get a lot of the older guests who are not into the 'party', just the wedding and reception.)

We also get groups of family members who want to be together but do not have the $$$ for the hotel. They might take 3-4 rooms. We had a big rush for this summer about 2 months ago and not a single booking. Maye because of the onerous cancellation policy: 50% down, 50% one month in advance, no refunds 30 days prior.

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Madeleine wrote:

We also get groups of family members who want to be together but do not have the $$$ for the hotel. They might take 3-4 rooms. We had a big rush for this summer about 2 months ago and not a single booking. Maye because of the onerous cancellation policy: 50% down, 50% one month in advance, no refunds 30 days prior.

Good policy!  Makes people understand the commitment. 

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