Featured Article

March 2007

Congratulations on your engagement! While dreaming of your perfect day, visions of a beautiful wedding gown, butler served hors d’oeuvres and champagne, as well as family and friends all together, danced through your mind. Hey, wait, where are all these people going to sleep after the reception?!

A location not too far from the festivities, quality of the hotel, and its reputation for service should all be taken into consideration as you make your selection. Try to keep things simple as you will not need any additional stress!

Some helpful hints:

Be realistic about how many out-of-towners will attend. Experienced hoteliers will tell you that less than half of those you initially think are coming will actually make the trip.

For discounted group rates, you need to block a minimum of 10 rooms per night.

When getting room rates from the Group Sales Manager at the hotel, remember that rates can vary greatly depending upon the dates you select. DON’T get married Derby weekend! If you are planning a wedding around a holiday weekend you can usually get great rates.

Also affecting rate is the quality of hotel you select. If you want your guests to have a wonderful 4 star, full service experience, then the rate will be higher there, than at the motel off the highway.

Contracting the rooms can be a mystifying process. Phrases like “Attrition Clause” need to be explained thoroughly. Most hotels will waive penalties related to actual rooms picked up if you agree to release any unreserved rooms 30 days in advance of arrival.

Ask lots of questions! Your hotel contact can give you all the information you need to feel at ease.

Make sure you share as much information with the hotel as possible, too. If you are having transportation provided for your visitors, make sure to tell the hotel staff so they can assist and remind the guests.

It is now customary to have a small welcome gift or goodie bag for your guests upon their arrival. Most hotels won’t charge you to hand these out upon check in, but if you want them delivered to each room, expect to pay $2-$5 per room.

In your correspondence with your guests, be sure to include the hotel web site, 800# and address, as well as the deadline by which your guests need to make their reservations.

Lastly, if Uncle Joe doesn’t get his smoking room, or Aunt Sally wants to be on a lower floor, just tell them to talk to hotel staff themselves. That’s their job and they truly want happy guests.

Remember, it is your day, so don’t fret and enjoy every moment.

For questions or further information, please contact Karen Fuller, Assistant Director, Sales and Marketing, 21c Hotel, kfuller@21chotel.com.

Karen Fuller is the assistant director of sales and marketing for 21C Museum Hotel in Louisville. Fuller oversees group bookings, meeting arrangements, sales forecasting and marketing operations. Fuller has a wealth of expertise in the local hotel market. She worked as corporate sales manager at Louisville’s Brown Hotel before moving to The Seelbach Hilton where she was most recently assistant director of sales. A recipient of the 2005 Sales Achiever of the Year Award, Fuller is currently ranked among the top 25 producers in the luxury market.