Flex Group vs. Contracted Group Room Blocks
Planning group travel sounds simple until it isn’t. One minute you’re thinking “This will be fun,” and the next you’re juggling different budgets, dates, personalities, and twenty people asking if they can “just book on their own.”
Whether you’re coordinating a corporate incentive trip, planning a big milestone birthday, hosting a wellness retreat, or organizing a family reunion that keeps growing… choosing the right type of room block is the key to keeping everything stress free.
And that’s exactly where most group leaders get stuck. Flex group? Contracted group? Room block contracts? Guaranteed rates? Attrition?
It gets confusing fast.
So let’s break it down in the simplest way possible, so you can feel confident choosing the setup that fits your group best. (And if you’re planning a destination wedding, we have a separate version of this breakdown on our Weddings site.)
Jump to Section - Flex Group vs. Contracted Group Room Blocks
First Things First - What’s a Room Block?
A room block is simply a way to organize your group’s stay at a resort so everyone can book confidently without chasing random rates online. Instead of guests reserving rooms all over the place at different prices, you create a setup that keeps your group together and ensures everyone enjoys a smooth, consistent experience from the start.
For group organizers, this takes a huge amount of pressure off your shoulders. You don’t have to answer “Which room do I pick?” twenty times or worry about people accidentally booking the wrong dates. A room block brings everything into one streamlined system, making planning easier for you and booking easier for your guests.
Room blocks also help you stay physically close once you arrive. Resorts can be large, and guests who book on their own are often scattered across different towers or buildings. With a room block, you have far more control over where your group is placed, which keeps everyone near each other and makes it easier to meet up, coordinate, and actually feel like you're traveling together.
Most importantly, room blocks secure availability at resorts that sell out quickly. Whether you're planning an incentive trip, a milestone celebration, a friends getaway, or a wellness retreat, having rooms held for your group ensures no one gets left scrambling at the last minute.
From there, it all comes down to choosing the type of room block that fits your group best: Flex Group or Contracted Group. Each one has unique benefits, and understanding those differences makes all the difference.
DIY group planning = 87 group chats.
Booking with us = curated resorts, exclusive perks, and your sanity back!
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Flex Group
The No Commitment Option
A Flex Group is ideal for smaller groups, unclear headcounts, or trips where people want total freedom on dates and room types. It works beautifully for things like:
• A milestone birthday trip where attendance keeps changing
• A wellness retreat with guests joining last minute
• A bachelor or bachelorette group under 15 rooms
• A social group trip where no one wants pressure
• Holiday travel where inventory fluctuates
Think of it as “reserve nothing and let everyone book at their own pace” while still keeping your group organized.
How it works:
→ Guests book their rooms individually through a link or code
→ Rates change based on real-time pricing
→ No one is responsible for anyone else’s room
→ No financial risk if fewer people join
Perfect when:
→ You’re not sure how many will actually book
→ Your group prefers flexibility
→ You need something quick and easy
Contracted Group
The Perk-Heavy Option
A Contracted Group is best for larger or more structured trips. Think:
• Corporate incentive groups with 20+ employees
• Large milestone celebrations
• Retreats with set programming
• Multi-family travel where everyone wants the same dates
• Groups that want guaranteed pricing and room types
• Any trip with 15 or more rooms
This option locks in your rates, guarantees availability, and creates perks based on your room count. It also requires a contract, a deposit schedule, and a commitment.
How it works:
→ You secure a set number of rooms at guaranteed rates
→ Guests choose from the room categories you preselect
→ Perks are clearly outlined in your contract
→ You’re responsible for rooms that go unused after certain deadlines
→ Dates are mostly fixed but can be extended by a few nights
Perfect when:
→You want rate protection
→ You want guaranteed room types together
→ You want perks like upgrades or free nights
→ Your group is large and organized
Flex Group vs. Contracted Group
Ideal Group Size
Flex: Best for under 15 rooms
Contracted: Best for 15+ rooms
Confidence Level
Flex: Great if you’re unsure who will book
Contracted: Best when you know your rooms will fill
Pricing
Flex: Rates vary as guests book
Contracted: Rates are locked in and guaranteed
Availability
Flex: Based on real-time availability
Contracted: Guaranteed inventory for your room block
Room Categories
Flex: Guests choose from whatever is available
Contracted: You select guaranteed categories for your group
Travel Dates
Flex: Everyone chooses their own dates
Contracted: Main dates are set, with flexibility to add nights
Cancellation Policy
Flex: Usually more flexible (3 days to 2 weeks)
Contracted: Stricter, with nonrefundable deadlines
Payments
Flex: Low deposit and simple payment
Contracted: Higher initial deposit with scheduled deadlines
Financial Risk
Flex: Zero risk for unbooked rooms
Contracted: You’re responsible for unused rooms after deadlines
Concessions and Perks
Flex: Possible but not guaranteed
Contracted: Guaranteed perks tied to your room block
Lead Time
Flex: Great for trips 3–9 months out
Contracted: Best when planning 12–18 months ahead
Let’s find the resort that actually fits your group.
Whether you’re planning a family reunion in Mexico or an adults-only getaway in the Caribbean, we’ll match you with the perfect all-inclusive resort- minus the guesswork!
How to Choose the Right Option
Choose Flex If:
• Your group is under 15 rooms
• You have a casual or spontaneous trip
• Guests have different travel dates
• You want flexibility
• You want zero financial responsibility
Choose Contracted If:
• You want guaranteed prices
• You want guaranteed room categories
• You’re planning a large, organized event
• You want perks
• You’re booking 15 or more rooms
Ready to Start Your Room Block?
Whether you’re leaning Flex or Contracted, we’ll help you choose the setup that saves you time, money, and stress!
Why Work With Shoreline for Your Room Block?
In a world where everything is online, having a real person guiding your group trip is invaluable. From milestone birthdays to corporate incentive trips to wellness retreats, group travel gets complicated fast.
Here’s what you get when you work with us:
Dedicated access from start to finish
Custom itineraries that fit your group’s goals
Industry connections that unlock amenities and upgrades
First-hand resort knowledge across the Caribbean and Mexico
Expert coordination so you don’t have to manage the details
A smoother, more enjoyable travel experience for every guest
Custom booking website for groups of 15+ rooms
We may be biased, but once you work with us, you’ll see why our clients keep coming back!
FAQs About Group Travel Bookings
If you’re new to planning group trips, you probably have a few questions and maybe a couple of hesitations. I’ve rounded up the most common ones I hear from families, friend and professional groups so you know exactly what to expect (and why booking with a travel advisor makes it all so much easier).
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Most resorts consider 10 rooms a group, but the type of block you qualify for depends on the total. Under 15 rooms usually works best as a Flex Group. Fifteen or more rooms is where a Contracted Group becomes most beneficial.
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No. You can let everyone book on their own, but you lose pricing consistency, availability control, and any perks your group could have earned. It also becomes harder to keep everyone together once you arrive.
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They can. Contracted Groups often come with guaranteed pricing and resort perks that add significant value. Flex Groups don’t always save money up front, but they make booking easier and sometimes still qualify for promotions.
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Yes. One of the biggest advantages of room blocks is the ability to request that rooms be placed near each other, which is much harder to coordinate when everyone books individually.
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With Flex Groups, there is no financial risk.
With Contracted Groups, you are responsible for any unused rooms after certain deadlines. This is where we help you choose the safest number to contract. -
Flex Groups allow total freedom.
Contracted Groups allow freedom within the categories you’ve reserved. -
Flex Groups can be set up as early as 3–9 months out.
Contracted Groups should be secured 12–18 months ahead for the best availability and pricing. -
Yes. Contracted Groups typically allow guests to add up to 3 additional nights before or after the main dates if inventory exists. Flex Groups allow full freedom to choose travel dates.
Ready to start planning a group getaway? We would love to help you plan your dream trip!
Cheers to all things travel!
- Andrea Norfolk
Shoreline Destinations is a boutique travel agency that designs custom group getaways, incentive program trips, and wellness escapes throughout Mexico and the Caribbean.
Blog by: Andrea Norfolk
President & Travel Advisor
Andrea specializes in luxury travel, group travel, family vacations, and destination weddings.
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