When booking hotel rooms for your event, you’ll often be asked to commit to a minimum number of room nights. That commitment is called your room block, and what happens if you don’t meet it is known as attrition. It’s an important part of the contract and one to plan for carefully.
What Is Attrition?
Attrition is the difference between the number of rooms you contract and the number your guests actually book. Most hotels allow for a small cushion—typically 10–20%—but if you fall short beyond that, your company may be responsible for covering the cost of unused rooms.
For example: If you book 50 rooms and only 35 are used, but your attrition allowance is 15%, you’re still on the hook for the equivalent of a few unused rooms.
When to Gather RSVPs in the Planning Process
If you're unsure how many guests will attend, this can feel tricky. Here's what we recommend:
Before Booking a Hotel: It's a good idea to collect preliminary RSVPs before signing a hotel contract. Even a simple “Are you planning to attend?” survey can give you a rough headcount and help right-size your room block. Keep in mind that firm commitments are still flexible until contracts are signed.
After Booking a Hotel: Once the contract is in place and the hotel is confirmed, launch your RSVP process as soon as possible. Early RSVPs help you track pacing toward your block and make strategic adjustments, like nudging unresponsive guests or requesting additional rooms if your numbers are higher than expected.
Best Practices for Managing Attrition
Use RSVP Tools: BoomPop’s RSVP tool makes it easy to track headcount in real time.
Pad conservatively: Book only what you’re confident you’ll fill—additional rooms can often be added later if the hotel has availability.
Communicate early: If guests are booking their rooms directly, be sure to share the booking deadline for your hotel block. This helps guests secure their room in time—and gives you a more accurate headcount.
Ask your planner: Not sure how to estimate attendance? Our event planners can help you forecast realistically based on your team size and past attendance rates. Learn more about working with an event planner here.
Being proactive about your RSVP process is one of the best ways to avoid costly attrition penalties—and make sure everyone has a room when the time comes.