You’re planning a destination wedding in Mexico or the Caribbean, and you’re at the point in the process where you need to nail down rooms with a room block contract for your guests. So the two of you sit down together, loop in your parents, and start a guest list. Turns out, it has 1348762 people on it. But how many people will actually come? And how do you calculate how many rooms you should hold? That’s what I’m talking about today–how many guest rooms to hold in your destination wedding room block contract.
DWP Insider says destination wedding guest counts can range from 70 to 250, but we’ve found lists are typically a bit shorter. Not only that, by working with numerous couples to plan their destination weddings, the wedding details and travel components, I have figured out a near-foolproof calculation to help couples figure how many rooms they actually need.
Segment Your Destination Wedding Guest List
First, you’ll need to segment your list. Start with an “A” list–these are the folks that you know without a shadow of a doubt will be there. Think parents, BFFs, etc. Then move on to the “B” list. These are strong maybes. Last is the “C” list. These lean towards probably not or you know they won’t (or can’t) attend. Note how many people are on each list and how they fit into rooms. For example: do you have mostly couples or some families too? For the families, how many in each room?
The Percentage that Will Attend Your Destination Wedding
From your list, you can calculate a percentage of how many folks will come. “A” folks are 100% (all will attend), “B” list is 50% (half of that list will attend), and the “C” list can be figured at 10% or none. I lean towards none, but if you want a buffer, add in that 10%.
Now How Many Rooms Do You Need for Your Wedding Abroad?
To keep things simple, the example I’ll use is for double rooms, meaning 2 guests per room.
So, let’s say the A list has 50 people, that would equate to 25 rooms at 2 per room.
B list has 52 people, but we need to figure only half of them will come. So half would be 26 people, equating to 13 rooms. C list has 20 people, but only 10 percent will come. That would equate to 2 people, 1 room. In total, that would mean you’d need 39 rooms. If the “family” configuration for 3+ people to a room applied, obviously that count would be less, so keep that in mind when making your calculation.
Numbers do play a crucial role in ensuring a seamless experience, but don’t fret too much. By segmenting your guest list and making thoughtful calculations, you can confidently reserve the right number of rooms. At DWD Travel & Destination Weddings, we’re here to guide you through every step of the process, making your destination wedding a smooth process. With your room block secured, you’re one step closer to creating unforgettable memories with your loved ones!
Feeling overwhelmed with all the ins and outs of all of this, including a destination wedding room block contract? You don’t have to do this alone! Schedule a call with DWD here.