#9 How to Choose the Right Rooms for Your Destination Wedding Room Block

Season #1 November 17, 2025

Selecting the right room categories for your wedding group can make or break your destination wedding experience. In this episode, Mario is joined by Nikki Sanders, Jody, and Prissi Powell to explain the strategy behind building a room block that fits your guests, your budget, and your celebration style. Many couples assume that choosing resort rooms is as simple as picking what looks good online. But as the Destination Weddings Expert team explains, there’s much more to it. From understanding how room categories are distributed to balancing budget-friendly options with VIP experiences, this episode breaks down what every couple should know before signing their room block contract. What You’ll Learn How to structure your room block for a successful group booking The percentage breakdown our experts use for budget, mid-tier, and luxury room types Why not every “tropical view” room has an actual view How to avoid common mistakes that lead to guest disappointment or higher costs later When to reserve limited-availability suites like swim-ups, corner suites, or adjoining rooms How preferred club and VIP-level rooms differ across brands like Dreams, Secrets, Majestic, Hard Rock, and Unico Why relying on an experienced travel advisor can prevent expensive missteps How to accommodate families, VIPs, and guests with accessibility needs Why estimating your group’s travel style matters more than just guessing at room counts Expert Insights The team shares their tried-and-true formula for structuring room blocks: roughly 60% mid-level “meat and potatoes” categories, 15% entry-level rooms for budget travelers, and 25% upgraded or VIP categories for guests who want an elevated experience. They discuss how resort design, location, and brand can drastically change what “Ocean View,” “Preferred Club,” or “Adults Only” really mean. The conversation also covers the importance of visiting properties firsthand—so couples don’t discover too late that their “view of paradise” faces a driveway or air-conditioning unit. Real-World Scenarios Hear how certain properties structure their VIP levels, from the Preferred Club lounges and private pools at Dreams and Secrets Resorts to the adults-only areas at Majestic. Learn how hidden differences—like which side of the resort your room is on—can impact your stay. The team also covers: Why some “Ocean View” rooms are technically correct but visually disappointing How to decide when to splurge on oceanfront or Butler-level accommodations Why every group should reserve at least a few premium or unique suites in their room block The reality of “guest guilt” and why couples shouldn’t overcompensate by booking mostly budget rooms Key Takeaways Not all room categories are created equal—know exactly what you’re booking. Trust your travel advisor’s recommendations; they’ve toured the resorts and know the details that websites don’t share. Avoid overloading your room block with low-tier options that guests might skip later. Secure limited categories early—unique suites, adjoining rooms, or handicap-accessible spaces may be gone if you wait. Remember that this trip is also your guests’ vacation; give them choices that match their expectations. Plan for accessibility needs from the start—some international resorts don’t offer U.S.-standard accommodations or elevators in every building. Why This Matters Your wedding guests are traveling across the world to celebrate with you. The rooms you hold in your block determine not just where they sleep, but how they experience your entire celebration. By balancing comfort, location, and value, you’ll create a smooth booking process and a resort experience everyone enjoys. This episode of Destination Wedding Planning Made Easy offers practical guidance you won’t find on resort websites. Whether you’re planning an intimate elopement or a 100-guest celebration, these insights will help you make informed, confident decisions about your destination wedding accommodations.

Episode Transcript

okay alright
welcome back to destination wedding planning made easy
you've got the team from Destination Weddings here
a destination weddings expert here
and you got actually the full team today
uh it's
we got Nikki we got Jody and we got prissy
ladies welcome
thank you so much for being here
it's I'm running out of air already
I haven't even started so hahaha
um today we have a fun topic
I actually like talking about this topic
because it's something that we don't talk about enough
and it's something that we kind of
touch on in our consultations
but we don't go into details
and so it's it's actually
a really important part of setting up your room block
is which rooms do you want to select
when you go into your room block
right that's
I guess you know
I think a lot of people think
when they get into the room block
they think we're requesting these rooms
these are the rooms that we absolutely have to book
and this is how we move forward
and part of that is true and part of it's not
I think when we go to set up our room block
what what we need to understand
when we're doing a room block
is that these rooms that we're selecting
is an estimation
this is kind of what we think the group
the group is gonna book
we do it as a very calculated formula
that we have on our end
but in the end you as a couple
know your groups better than we do
right if you know that hey
my entire family is budget friendly
they're gonna book a whole bunch of the basic rooms
we need to make sure
that we have a good amount of those in there
if we know that hey
my people are turn up party people
and they're all taking a family vacation
while we're gonna be here for the wedding
you may want to get a good number
of the VIP level rooms
but let's talk a little bit about how we approach this
and what that looks like for our groups
right so when we start quoting properties
it's we've identified which properties that we
you know most likely want to move forward with
now we're getting to the quote level
what we wanna do now
is take a look at the rooms that they've offered us
when that quote comes over from our tour operator
it's gonna have the rooms that are
available in inventory right now
those will be listed out there right
and it's always gonna have
you know single double
triple sometimes quad occupancy
that's in there
but when you're looking at a list of 12 different rooms
you don't want to take 12 different room categories
and put them on your happy couple site
put them in your room block
because it's a complete waste
and it's just kind of like a spray and pray approach to
hahaha to booking your room block right
it's so we are gonna have a conversation about kind of
what that structure could likely look like
at some of the different resorts
so Nikki
before we get into some of the properties
and
kind of breaking down what those properties look like
and and different ways to do it
prissy first I want to ask you
just percentage wise as a basic rule of thumb
how do we try and structure our
our room block contracts
you you definitely take a look at the group
um I think we put about 60%
in those meat and potato categories
I I like to call them meat and potatoes
but those are the ocean views
you know the pool views
the rooms that have some type of flair
then you're
you are going to factor in those budget friendly
you know guests
so we would hold about 15% in that category
and then we'll hold about 25% for our
our ballers those are the preferred categories
the VIP the Butler Suites
so
that gives us enough inventory to accommodate everyone
but we are also not holding everything
so we have enough for the group
but we don't have everything
that the property has in inventory
absolutely absolutely
I think you know the
it's always interesting to hear the
the clients that want the budget rooms
first of all you do need to hold a good
a good amount of those in there
there are clients that do want the budget rooms
they just want to be there
and they want to celebrate your wedding with you
and they don't care where they stay
cause they're gonna be by the pool and
you know so on
perfectly fine
you wanna make sure you have some of those in your room
block
I think the ones that crack me up are the ones that
you know oh
tropical view it's gonna be this amazing view
it's one thing you should know about your category
tropical view it's almost always not facing a desired
uh view that's hahaha
you might be facing a driveway hahaha
a trash can like
air conditioning unit the nice building hahaha
it's never fun it's never
it's never what you think it's gonna be right
yeah absolutely absolutely
so that's although we
you know do want to hold some of those basic rooms
cause people you know
there are some people
that just want to be there with you
which is amazing
and we're so glad they're making the effort to do that
we also want to hold some of those upgrades
so that's when we're in our console
that's exactly what we go through Chrissy
we go through okay
you know some of the basic rooms
the tropical views maybe even some of the pool views
we want to hold some of those
to make sure that we have a good amount
of those rooms in there for those that want the budget
but then we want some sort of upgrade
something to give it just like you said Chrissy
a little flare to the room right
an Ocean View an ocean front
a swim up I think
you know at most properties
those swim up rooms are limited
and so we wanna make sure that we're holding
if we want swim UPS
we wanna make sure we're holding a good amount of those
because it's once you put them in there
after you get a couple months down the line
you're probably not gonna be able to get
the swim up room added into the room block
so that's an important one
and then there's VIP level which
you know at different properties
basically every property has some sort of VIP
but that's you know
depending on where it is
it could mean something different
Nikki could you talk to us this
talk to us about kind of dream secrets
that high inclusive collection
how they structure it and could you
also talk to us about majestic
and how they structured their VIP level
absolutely uh
dreams and secrets those brands
secrets is the adult only version
and dreams is the family friendly
so what they have is a preferred club
the rooms are typically in better locations
maybe with upgraded toiletries
maybe a little upgraded minibar
and then you have access to more areas on the property
so you'll have a Preferred Club lounge
they'll they'll have little bites out all day
you can drive by
pick up a few cookies and a fresh coffee
love those lounges it's just
it's the air conditioner there when you need it
and you don't have to go sit down at a whole restaurant
you'll have the lounge
you'll have a preferred club pool
at least one you'll probably have a preferred club
beach area that's designated just for that
so these areas on the resort are gonna be typically
less crowded
typically even on dreams
less children
typically away from the Kitty Water park
if you like that so this is
you know this is a definite choice
of how much of the resort you're gonna get
majestic properties
this is where these rooms are very important to choose
these are great resorts they
they're great because they're family friendly
but not family focused they are adult focused
and two thirds of the property is gonna be adults only
if you are an adult but booked in the family club
you're not getting into those swim up pool bars
you're not getting into their club lounge
which also has the same thing
little bites fresh drinks
quick glass of wine you won't
you're gonna be on the family side so
and for those the rooms
it's typically not much more
if you're not traveling with children
you're gonna wanna be on the adults only side
no doubt about that
so it's important to pick those rooms
absolutely it's
so Nikki
I think one other thing
that I want you to touch on with the rooms is
let's talk about why you hire an expert
when you're looking at your room
right and
and specifically
I wanna talk about some of these VIP levels
some of the preferred club levels
maybe some of the majestic properties
you know even some of the Hard Rock properties that
you know if you go with the VIP level
you may not be in the section that you're looking at
you want to make sure you select
the right room category
to be in the section that you want to be in right
yes yeah
definitely because
so there's one resort that we book a lot
it's great for weddings great for families
dreams Onyx in Punta Cana
they have extensive family section
but there are some certain room categories
that are located behind the kids water park now
and they have they allow five in the room
great if you have a family and you got three kids
you're coming okay
if it's me and my husband
I do not want to be in that room
I will be mad hahaha
it doesn't say it in the room description
you have to go and read through all of the things
to find out where it's noted
noted that
it's way back there in that family section with all
all of the children every single child
yeah
this is where the kids live
yeah but it is
this is why you trust your advisors
we've been to the properties
I was thinking earlier about Atelier
okay so we have upgraded levels
and then you got upgraded levels
and there's certain rooms
they have a party suite there's one
there's one
so if you're holding your rooms and you think
you know what we might want that one
get it now you wanna get that with your room lock
so you have it absolutely absolutely
I think you know
one of the other things is
you know it's
we always talk about our policy
we go so
you know and yes
that puts us on the resorts
and you see us sipping cocktails
and you see us having a good time uh
but what we're also doing is touring these resorts
that's and we're there
and we're checking out the different room categories
and we're learning about them
and we're seeing you know
we see firsthand there are some properties out there
yes it's an Ocean View versus an ocean front
and
that is a huge difference between the two properties
right that's so that's some of these
and now one of my favorite resorts
I you know
I try not to speak ill of it ever
but I am gonna call them out by name here
Unico is just it's a phenomenal property
but if you get you know
the nice the
the good and bad of Unico
is that it's an established property
an established means that there's lots of greenery
and when there's lots of greenery
some of those Ocean View rooms are
are green are actually just like
right over yes
I I
the same thing for Unico the same thing
but although the rooms without ocean views
don't have a bad view
because there is same thing with the Taylor
the non Ocean View rooms are golf course view
so they're good looking they're such
they're just such damn good looking properties
it really doesn't matter but for the ones that
you know for the ones that are assistant
I wanna be waking up and looking at the ocean
you better be booking that ocean front room
I think they I think they kind of specified that now
with the Alto ocean views
versus the Alcoba Ocean views
because it's a higher level
mm hmm yep
but absolutely higher price
higher price it's and
and it's cause they can guarantee the views from there
whereas they can't on some of the lower ones
right and that's perfectly fine
that's if you
you know it it
they are delivering on what they say
they're delivering on you're getting
you know just the horizon of the ocean
and technically it's an Ocean View that's
but if you don't know
what you're booking at these properties
and you haven't looked at these rooms
and you haven't toured them
you don't necessarily know that the L
the Elto Ocean View is the one that you actually want
right that's
you're booking an Alcova and then you're
you know you're reaching out to us
and you're upset that you have not gotten the
the view that you thought you paid for
fantastic gorgeous resort though
like it's
it is everyday all day
I would not only book it for our couples
I would go and stay there myself every day that I can
if I would um
so this I have zero complaints with
with Unico but
it is one of those things that you just have to know
right we don't want you getting there
and being disappointed with your view
you're paying good money to be there
we wanna make sure that you understand
what you're booking when you arrive
and there are some resorts
where the Ocean View is also partial
and obstructed Ocean View without disclosing it
like you do on a cruise saying
this has an obstructed view hmm
we know some of them uh huh
they will do it to you they will
they will they will do it to you
so let's talk about guest guilt
it's I homo
yeah homo
that's it I think
you know one of the hardest things
for some of our couples to realize
is that when you're booking your destination wedding
you're also basically telling your friends and family
where they're gonna vacation that year right
it's you know
most people out there they are not travel advisors
they are not you know
on multiple resorts a year in
you know
multiple destination weddings or destinations a year
it's most people are taking one family vacation a year
if they're lucky enough to do that right
it's and so
we have a lot of our couples
who feel guilty that they have asked their their uh
friends and family to come and stay at these resorts
and so they're making the mistake of overcompensating
with those basic rooms hmm
booking that basic room
and making sure that that's what they want
and I think the challenge with that comes in
is that a lot of people do realize that this is their
you know their family vacation for the year
right or their vacation as a couple for a year
um and when they're doing that
they probably are actually going to want to
ball out a little bit and have the good view
and get the butler service
and have access to the VIP pool and
you know get access to all the restaurants on property
cause sometimes you know
that some
of those VIP levels only give you access to certain
certain uh
restaurants on property so
listen to your advisor when they're talking about how
how they think
you should break down these room categories
and it we speak from it
not from a hey
we want to get as much money out of this room block
as we can that's not what we're trying to do
what we're trying to do is tell you hey
don't book 70% of the basic rooms in your room block
because what's gonna end up happening is
we're gonna end up having to return those to the
to the property
ask for new rooms to come back into the room block
and now they're coming in at a new rate
at whatever the rate is that day
instead of the rate of the day that we secured our
our uh
room block if you look
everyone's gonna want an Ocean View
yeah everyone's gonna want an Ocean View
like just at minimum
get them an Ocean View
they don't want to come all the way from like
Detroit to look at a wall yeah
especially cause you're traveling in January
February right there sometimes
sometimes you're traveling in
in the winter months that's
we have so many people coming from the Midwest
coming from the northeast
they don't they don't wanna look at the pool
they wanna look at the ocean
they wanna see that it exists
they wanna hear it yes
they wanna hear it yeah
so that's you know
it's selecting the room categories
listening to your advisor
trusting that you know
the we go so
you know actually serves a purpose right
we are making sure
that we're educating ourselves on these resorts
that we're educating ourselves on the rooms
and the room categories
knowing where these rooms are located
knowing the pluses and minuses of each resort
so that we can make sure
that we're advising you properly
on how to structure your room block
I think it's also important to know
like when you go back
those categories may not be available
so now you have this huge
huge hole in your heart because you can't get it
you can't offer it so
it's one of those things you need to look at
when you're selecting what to hold
like
some of my people will want the better experience
yep absolutely
there are some properties uh
out there I'm not gonna name this one just cause it's
we feel a certain way about it
but it's
there are certain properties out there that has like
the unique corner suite right
there's only a couple of those on property
and so that's when you're
when there's only a couple of those on property
snatch those up if you get them in your room block
yeah someone will book it
and if not you release it before attrition
and there's no penalty to release it back
right and with that one the
the unique
one bedroom is almost as good and half the price
but if you want to
if you if you know people that need a bigger room
they're gonna want a bigger room
some people do not want a small room
they will pay for the bigger room
because they want the space
those resorts don't have a lot of those
and this goes for two
if you have families that need adjoining rooms or yes
multiple you know those
the hotels do not have a whole lot of those
we need to ask for those from the jump
so you can have the rate if they don't book
we can give it back or trade it for something else
but if they have 65 of this one room category
and they have two of those
you wanna hold it for your
for your group that they're gonna need it
so on that note Nikki
what do you think
some of the best properties are for adjoining rooms
so the dreams
some properties can guarantee it with an additional fee
some it's only on request
Hard Rock it's a room category
so you can definitely be sure
your guests are gonna have that
some like Costa de Campo
the adjoining rooms they have only one and it's a
triple the cost of any room
you're gonna begin two rooms
no one no one takes that one
no one ever takes it because it's
it's just too high you're better off
you're better off booking a villa
it's for really you are for joining room
I priced it out and and it was like dollars
just a few dollars
between a three bedroom villa and trying to put
put that many people into a to bedroom suite
so um
some hotels do better than others
but either way about it if they have that room category
you want to hold it for your family or for your friends
or get them booked as soon as possible
so we can lock it in the best we can
absolutely absolutely
all right ladies
this was a quick one this was an easy one
this is this is one that's fun to talk about
but it's something that's important to know
as you're working to structure your room block
is how you want to do that yep
what do you got um
handicap accessible rooms
this is time not all hotels have them
some hotels don't have elevators in all buildings
this is stuff we need to know early
early on because it takes time
and if if they have it and if we can guarantee it
we need to know
and if you have someone very important in your family
if this is your mother father
grandmother that absolutely must have this
this might affect your resort choice
yeah absolutely
it's it's
it's so important that we know that
basically from consult on
it's we want to know that right away
because that will definitely
affect which resort that we're gonna recommend it
going forward that's
you are not in the States booking a destination wedding
right that's
so that's when you're overseas the
you know some of the standards are different
you don't necessarily they don't
the hotels aren't necessarily
as accommodating for our handicap accessible travelers
so
you want to make sure that we're going into a resort
that will be good for your
you know for your guest
even if it does have you know
handicap accessibility it may be a gigantic resort
that is just a pain to get around
that doesn't accommodate
with golf carts or things to get you there
right we're gonna rent
we're gonna rent Grandma's scooter then
cause then we're gonna rent Grandma's scooter
yeah
well you are
I'll tell you from who but
exactly exactly
it's anything else that we wanna kind of touch on
go through as we go through the room categories and
and structuring your room block
I always like to come in at the end
as the team hype girl you guys
you just you have to listen to the experts
and these three people on the screen with me
they're who you need yep
so team destination weddings expert
it's hahaha
it's we
we brag on it because we know that
you know we
we have a lot of experience in the industry right
it's we
you know we do this day in and day out
destination weddings group travel is our business
and so this if you're looking at
at the experts and you're looking at someone who
you know has
is speaking not only from knowledge
what their sales people are telling them
from the hotels but also from industry experience
this this team is definitely ones that
that you want to touch base with
so ladies
thank you so much for joining me today
we really appreciate it I love this topic
I think it's a very important one
for our couples to know it really is
it really is absolutely
and we will talk to y'all soon
bye bye

#9 How to Choose the Right Rooms for Your Destination Wedding Room Block

Expert Secrets to Plan A Stress-free Destination Wedding