Wedding Accommodation Cards: Business Card Size?

Wedding accommodation cards are a thoughtful gesture for guests, providing them with travel information and recommended hotels. While there is no standard size for these cards, they are typically designed to match the wedding invitation suite. They can be slightly larger than business cards, measuring around 10cm by 6cm, but some sources suggest they should be the size of a business card, which is approximately 85mm x 55mm in the UK and 3.5 x 2 in the US. This size ensures they are visible yet unobtrusive, sitting neatly in front of each guest's place setting. Ultimately, the decision on size rests with the couple, but keeping the card around the size of a business card or slightly larger ensures it doesn't appear unusual or get lost among the other wedding stationery.

Wedding accommodation cards should be concise and to the point

Wedding accommodation cards are a thoughtful addition to your wedding stationery, especially if you're having a destination wedding or have many out-of-town guests. These cards provide essential travel information, ensuring your guests can easily attend your celebration. Here are some tips to ensure your accommodation cards are concise and effective:

Keep it Brief

It's important to provide only the most necessary information on your accommodation cards. This includes the name and address of the recommended hotels, along with any special rates or group codes for room blocks. You may also include the hotel's phone number and shuttle information if provided. Aim for a clean and uncluttered design by keeping the text brief and to the point.

Card Size

The standard business card size in the US and Canada is 3.5" x 2", which is a perfect size for wallets, purses, and pockets. This size can also be used for your accommodation cards, ensuring they are convenient for your guests to carry around. Alternatively, you can explore other card sizes and shapes, such as square or folded cards, to add a creative touch.

Combine Cards

To save on costs and avoid overwhelming your guests with multiple inserts, consider combining some details onto a single card. For example, you can include transportation information or reception details on the same card as accommodation details. However, if you're hosting a very formal event, you may prefer to follow traditional etiquette and list each topic on a separate enclosure card.

Online Details

If you have a wedding website, you can direct guests there for more detailed information. This is especially useful for destination weddings, as you can provide links to recommended hotels and other travel tips. By including your wedding website on your accommodation card, you can keep the card concise while still providing all the necessary information.

Map or Directions Card

If your wedding venue is hard to find or doesn't show up accurately on GPS, consider including a separate map insert or directions card. This will ensure your guests can locate the venue easily. A hand-drawn map can add a fun and creative element to your stationery, but a text-based directions card is a more affordable option.

Remember, your accommodation cards should be concise, well-designed, and provide all the essential information your guests need to comfortably attend your wedding.

Include hotel recommendations

Wedding accommodation cards are a great way to provide your guests with hotel recommendations and other travel information. This is especially useful if you're having a destination wedding or expecting a lot of out-of-town guests. Here are some tips for including hotel recommendations in your wedding accommodation cards:

Hotel Recommendations:

• Include a list of recommended hotels: Depending on your wedding location, many of your guests may be unfamiliar with the area. Providing a list of recommended hotels ensures they stay close to the wedding festivities and in a safe location.
• Special wedding rates: When planning a destination wedding, hotels often offer special rates for the wedding party and guests for a specific block of rooms. Inform your guests about these discounted rates and the hotels offering them.
• Reservation deadlines: If you have reserved a block of rooms at a particular hotel, let your guests know the deadline to book their rooms to receive the discounted rate.
• Hotel contact information: Provide the hotel's website, phone number, and physical address to make it easy for your guests to book their accommodations.
• Shuttle or transportation information: If you're providing a shuttle service between the hotel and the wedding venue, be sure to include this information on the accommodation card.
• Keep it concise: Avoid including too many minor details such as climate or flight information. Focus on providing clear and concise information about the recommended hotels and how to book them.

By including these hotel recommendations in your wedding accommodation cards, you can make the planning process easier for your guests and ensure they have a comfortable stay during your special day.

Provide special wedding rates

When it comes to wedding accommodation, it's important to consider the needs of your guests, particularly those travelling from out of town. Booking a hotel room block can be a great option, as it gives guests a place to stay close to the venue and allows them to mingle. It also makes transportation easier and can be more fun for your guests. When reserving a room block, it's essential to consider the number of rooms needed, the number of nights, and the location. It's recommended to reserve rooms at two to three hotels to offer guests a choice of location and rate.

When creating accommodation cards, it's a good idea to include the name and address of the hotel, as well as the group code and reservation date. You may also want to mention any special rates that have been negotiated. Here are some tips for providing special wedding rates:

• Negotiate with hotels: When reserving a room block, negotiate special rates with the hotels. Ask about potential discounts for early reservations and whether they can offer a complimentary room for the couple or a group discount.
• Compare different hotels: Shop around and compare rates at different hotels. This will give you a better idea of the average price and help you find the best deal.
• Offer a range of price points: Not all guests will have the same budget, so it's a good idea to offer a range of price points. Consider reserving room blocks at hotels with different rates to accommodate everyone's financial situation.
• Provide a unique code: Create a unique code specifically for your wedding guests to use when booking their rooms. This will not only make the process easier for them but also allow the hotel to track the number of rooms booked under your block.
• Include all the necessary information: On your accommodation cards, be sure to include all the relevant information such as the hotel name, address, phone number, reservation date, and special rate code. This will make it easier for your guests to make their reservations.
• Reserve rooms in advance: To ensure the availability of rooms for your guests, reserve the room block as early as possible, especially if your wedding date coincides with a seasonal holiday or local event.
• Communicate the special rate: Make sure your guests know about the special rate you've negotiated. Include this information on your wedding website or accommodation cards, so they are aware of the potential savings.
• Consider all-inclusive packages: If you're planning a destination wedding, consider all-inclusive packages offered by resorts and hotels. These often include the ceremony, reception, catering, and wedding-related amenities such as decorations and flowers. They can be a cost-effective option and make planning less stressful.
• Understand extra costs: When considering all-inclusive packages, be sure to ask about any extra costs or fees associated with additional services, staff, or special requests. This will help you avoid unexpected expenses.
• Book leftover rooms closer to the date: If you have reserved more rooms than needed, you can offer the leftover rooms to local guests closer to the wedding date. This will help you meet your booking commitment and avoid penalties for unbooked rooms.

Include a map or directions to the venue

If your wedding venue is hard to find or doesn't show up on GPS, a map insert or directions card can be very useful for your guests. You could include a hand-drawn map as an insert, which can add a fun and colourful element to your stationery suite. However, hand-drawn maps can be costly. If you're on a tight budget, a text-based directions card is the most affordable option. If you're including directions to multiple locations, you may want to use a double-sided card.

If you're already including a directions card, a map isn't necessary. However, if you have multiple wedding events at different locations, a map that highlights where each event is located can be helpful. This is especially true if you're already providing a lot of text-based information on your invitations, as you don't want them to appear cluttered and difficult to read.

When including a map or directions, only provide information on how to get to the venue. Keep the card single-sided to avoid confusion. If you're worried about costs, skip the map or directions card if your venue is easy to find on GPS.

Add a response card to get an official headcount

Wedding accommodation cards are a great way to provide your guests with all the necessary travel information, especially if you're having a destination wedding. You can include hotel recommendations, special wedding rates, and other enclosure cards with wedding accessories.

Response cards are essential to getting an official headcount for your wedding, which will help with planning, especially for catering and seating arrangements. Here are some tips for adding a response card:

• Keep it brief: Only include the necessary information such as the reply-by date, meal options, and a line for guests to write their names and the number of attendees in their party.
• Set a deadline: Choose a reply-by date that gives you enough time to follow up with guests and provide final numbers to your vendors. Ideally, this should be at least four weeks before the wedding.
• Provide postage: Don't forget to include postage stamps on your response cards as a courtesy to your guests.
• Digital option: Consider digital response options through your wedding website or via email/telephone. This can save costs and provide a faster response.
• Meal options: If offering entrée choices, include a way for guests to indicate their preference, such as writing their initials next to their selection.
• Plus-ones: Be clear about the number of seats reserved for each guest. If plus-ones are invited, ensure guests provide their full names.
• Follow-up: Don't be shy about reaching out to guests who haven't responded by the deadline. It's important to have an accurate headcount for your vendors.

Frequently asked questions