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Rooms, nights and the airport run nobody planned for

Guests do not arrive in an average. They arrive in a heap, on one afternoon, on delayed flights. Size the block and the vehicles against the worst day.

The guests
Only those you are housing.
Occupancy mix
Single, double, triple. A corporate heavy list runs far more single than you expect.

Getting them here

Two or three, once you allow for traffic and delayed flights.
What to book Mix 100%
  • Single occupancy  ₹0
  • Double occupancy  ₹0
  • Triple occupancy  ₹0
  • Room block  ₹0
  • Transfers, both ways  ₹0
Hospitality cost ₹0
Rooms 0
Room nights 0
Vehicles, peak day 0
Per guest ₹0

Enter a guest count to size the block.

The catch

The block is the easy part. Who is in which room is not

Sizing the block takes a minute. Allocating 43 rooms to 120 named guests, tracking who has arrived, and moving three families when a flight is delayed is what actually eats your week. WedPlan holds the hotel blocks, the allocations and every guest arrival and departure in one place.

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Questions

Before you ask

How many hotel rooms do I need to block for a wedding?

Work from the occupancy mix, not the guest count. Split your outstation guests into those who need a room to themselves, those sharing a twin or double, and families of three in one room. Single occupancy needs one room per guest, double occupancy needs one room per two guests, triple occupancy needs one room per three guests, and every part rounds up because half a room does not exist. A typical Indian wedding lands near 20 per cent single, 60 per cent double and 20 per cent triple, but a corporate heavy guest list skews sharply towards single occupancy and costs far more than planners expect.

What is a room night and why does it matter?

A room night is one room occupied for one night, so 40 rooms held for 3 nights is 120 room nights. Hotels quote and contract in room nights, and it is the unit that decides your bill. It also decides your negotiating position: a block of 120 room nights gets a different rate from a block of 40, even when the guest count sounds similar, which is why the room night total matters more than the headline number of rooms.

How do I plan airport transfers for wedding guests?

Count only the guests who actually arrive by air or rail, spread them across the number of days on which arrivals land, then divide the busiest day by vehicle capacity to get trips. A vehicle realistically completes two or three airport runs in a day once you allow for traffic, waiting on delayed flights and the return leg. Divide trips by runs per vehicle to get how many vehicles you need standing by, and remember departures need the same again. Planners routinely underbook here because they plan against the total arrivals rather than against the worst day.

Should I let guests book their own rooms?

For a small local wedding it is fine. For an outstation heavy or destination wedding it costs you control: guests book late, the negotiated block lapses, the hotel resells your rooms and you end up chasing availability in the final fortnight at walk in rates. Holding the block yourself is more work, and this calculator exists because that work starts with knowing the number before you call the hotel.

Does this calculator store the guest details I enter?

There are no guest details to enter. The tool works purely on counts and percentages, and even those are calculated inside your browser and never sent anywhere, saved or logged. Close the tab and it is gone.

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