Family Reunion Hotel Room Block Request Letter

Get your out-of-town family a discounted group rate - and keep everyone in the same place.

When family is traveling from out of state, lodging coordination is one of the biggest logistical headaches. A hotel room block solves it by reserving a group of rooms at a negotiated rate under a single booking code. Guests book directly and get the group discount automatically. You don't have to collect room reservations yourself, and everyone stays together - which dramatically improves the reunion experience. Send this request letter to multiple hotels 6 to 9 months out and compare their offers.

Use This in Reunly Free →▶ Try the Demo

Hotel Room Block Request Letter Template

Send this to the hotel's Group Sales or Event Coordinator contact - not the front desk. Fields in [BRACKETS] are your placeholders.

Subject: Group Room Block Request - [FAMILY NAME] Family Reunion, [DATE(S)]

Dear Group Sales Team / [CONTACT NAME],

I am reaching out to request a group room block for the [FAMILY NAME] Family
Reunion, taking place on [DATE(S)].

EVENT DETAILS
  Event name:     [FAMILY NAME] Family Reunion
  Event location: [VENUE NAME, ADDRESS] - approximately [X] miles from your hotel
  Dates needed:   Check-in [DAY, DATE] | Check-out [DAY, DATE]
  Group size:     Approximately [NUMBER] out-of-town guests ([NUMBER] rooms)

ROOM BLOCK REQUEST
  Room type(s):    [e.g., Standard King and Standard Double - a mix of both]
  Rooms requested: [NUMBER] rooms
  Nights:          [NUMBER] nights ([DATE] through [DATE])
  Cutoff date:     We would need rooms held until [DATE - typically 3-4 weeks
                   before the event], after which unreserved rooms can be released

We are requesting a group rate, and would appreciate your best available
pricing for this size group. We are contacting several properties in the
area and will be making a decision by [DATE].

Desired rate range: $[AMOUNT]–$[AMOUNT] per night per room (based on our
research of comparable properties)

ADDITIONAL REQUESTS (please indicate if available)
  [ ] Complimentary room(s) per X rooms booked
  [ ] Complimentary parking for group guests
  [ ] Complimentary or discounted meeting/hospitality suite on [DATE]
  [ ] Group shuttle to/from reunion venue (if available)
  [ ] Extended breakfast service or group breakfast pricing

BOOKING METHOD
  We prefer guests to book directly using a group code. We do not need to
  collect room reservations ourselves or assume financial responsibility for
  individual bookings (a courtesy block arrangement is preferred).

ABOUT OUR GROUP
  The [FAMILY NAME] family reunion brings together [NUMBER] family members
  from across [STATES/REGION]. We are committed attendees with a good track
  record of filling our blocks - this is our [NUMBER]th consecutive reunion.

Please send your proposal, including room types available, group rate
pricing, contract terms (particularly regarding attrition/cancellation),
and any complimentary offerings.

I look forward to hearing from you.

[YOUR NAME]
[YOUR EMAIL]
[YOUR PHONE]
On behalf of the [FAMILY NAME] Family Reunion Planning Committee

What to Look for in a Hotel Group Proposal

Item	What to Check	Red Flag
Group rate	Compare to public rates on hotel website	Group rate higher than online booking
Cutoff date	Rooms held until at least 3 weeks before event	Cutoff less than 2 weeks out
Attrition clause	Look for 'courtesy block' with no penalty	Any % commitment you must guarantee
Complimentary rooms	1 free per 20 booked is standard	No comps offered on a 20+ room block
Cancellation policy	Full refund up to 30+ days out	Strict no-refund policy
Billing	Guests billed directly, not organizer	Hotel bills organizer for all rooms

How Reunly Helps With Guest Logistics

Once you've secured your hotel block, Reunly helps you communicate the booking code, cutoff date, and hotel details to the right guests - people traveling from out of town - without sending that information to everyone. Your RSVP data tells Reunly who's local and who needs lodging, and you can target your hotel communications accordingly.

✓Track which guests indicated they need out-of-town lodging
✓Send hotel block info only to guests who need it
✓Include hotel details automatically in registration confirmation emails
✓Monitor registration count to know if your room block estimate is accurate
✓Deadline tracking - know when the hotel cutoff is approaching

🚀 With Reunly

Skip the template - let Reunly handle this automatically

Reunly manages your guest logistics and lodging communications so you don't have to copy and paste from a template.

Try Reunly Free →▶ Try the Demo

Frequently Asked Questions

How far in advance should I request a hotel room block?

Contact hotels 6 to 9 months before your reunion. Popular hotels near event venues fill up fast, especially on weekends. Contacting early gives you the most room selection and negotiating leverage. If your reunion is near a holiday weekend or a popular local event, go even earlier.

How many rooms should I request for a room block?

Most hotels require a minimum of 10 rooms to offer a group rate. Estimate based on your out-of-town guest count - divide the expected number of out-of-town guests by 2 (most hotel guests share rooms). Pad by 10 to 15 percent. You can release unused rooms before the cutoff date without penalty in most contracts.

What discount should I expect for a hotel group rate?

Group rates typically range from 10 to 25 percent below the standard rack rate. The exact discount depends on the hotel, time of year, and how many rooms you're blocking. Shoulder seasons (not peak summer or holiday) give you more negotiating power. Don't be afraid to ask for complimentary rooms - many hotels offer one free room per 10 or 20 booked.

What happens if not enough guests use the room block?

This depends on the contract. Many hotel room blocks are 'courtesy blocks' with no financial commitment - rooms are held until a cutoff date and then released to the general public. Others require a minimum pickup commitment with attrition penalties. Read the contract carefully and negotiate for a no-attrition block if possible.

Related Templates

🏛️

Venue Inquiry Email

📜

Formal Invitation Letter

✅

Registration Confirmation Email

Ready to Plan Your Family Reunion?

Reunly brings your guest list, budget, meals, schedule, and co-planners into one place. Free to start.

Get Started Free →▶ Try the Demo