Wedding hotel room block calculator
How many rooms to block per night for a multi-day wedding. No sign-up.
Prefilled with an example for Anaya & Rohan (three nights). Change any number.
Your guests and nights
Some traveling guests stay with family or book elsewhere. Lower the share for a contracted block, where unbooked rooms can cost you.
How the calculator works
Step 1: Count who is traveling
The out-of-town guests who need a hotel. Local guests and people staying with family don't.
Step 2: Set rooms and nights
How many people share a room, how many nights your wedding events span, and the share you expect in your block.
Step 3: Read rooms per night
The number to ask the hotel for, plus total room nights. Then track who is staying where in PlanMe.
Per night, rounded up:
rooms = out-of-town guests × share in block ÷ guests per room
Know who is staying where
In PlanMe, each event is called a festivity. Add your hotels, then record a stay for each household with its rooms, check-in and check-out, and the festivities it covers, right next to your guest list. Guests still book with the hotel.
Choosing the share for your block
Not every traveling guest books in your block. Some stay with relatives, share a rental or use hotel points elsewhere. The share you enter is your own estimate of who will book with you; there is no published figure that fits every wedding.
The block type matters too. According to The Knot's hotel block guide (checked October 22, 2026), a courtesy block releases unbooked rooms at the cutoff at no cost, while a contracted block usually sets a target of 80 to 90% that you may pay for if guests fall short. One planner quoted there suggests reducing your estimate by about 20% for a contracted block.
In the Anaya & Rohan example, 120 guests are flying in for a sangeet, ceremony and reception over three nights. With 2 guests per room and 80% booking in the block, they ask for 48 rooms a night, or 144 room nights. For courtesy terms, cutoff dates and a four-night example, read the wedding hotel block guide.
Related
Wedding hotel block questions
How many hotel rooms should I block for a wedding?
Start from the guests who are traveling, not the whole guest list. Divide them by how many people share a room, then keep only the share you expect to book in your block. The Knot's ballpark for a local 200-guest wedding is 60 to 120 rooms in a courtesy block or 40 to 80 in an attrition block, which is why your own traveling count matters more than any rule of thumb.
How does the calculator work?
Rooms per night = out-of-town guests × share booking in your block ÷ guests per room, rounded up. Room nights = rooms per night × nights. For Anaya & Rohan, 120 traveling guests × 80% ÷ 2 per room is 48 rooms a night, or 144 room nights over three nights.
How do I size a hotel block for a multi-day wedding?
Count nights, not just the wedding day. A weekend with a mehndi, sangeet, ceremony and reception can mean three or four nights, and not every guest stays for all of them. If the count changes from night to night, run the calculator once per night. Our wedding hotel block guide has a worked four-night example.
Should I block fewer rooms for a contracted block?
Usually, yes. In a courtesy block, unbooked rooms are released at the cutoff at no cost. In a contracted (attrition) block you agree that guests will book a set share, often 80 to 90% according to The Knot, and you may pay for the shortfall. A planner quoted by The Knot suggests cutting your room estimate by about 20% for a contracted block.
Is the calculator free, and is my data saved?
Yes, it is free and needs no sign-up. It runs in your browser and nothing is uploaded. Your last numbers are kept on this device only.
How do I keep track of who is staying where?
In PlanMe, you add each hotel to your event and record a stay for each household: the hotel, rooms, guests, check-in and check-out, and which events the stay covers. PlanMe does not book rooms or manage the hotel's block; guests still book with the hotel. PlanMe is free during beta.