Hotel Details: To Include Or Not On Wedding Invites?

Wedding invitations are a crucial aspect of wedding planning, as they are the guests' first introduction to the special day. It is important to include all the necessary information in the invitation, such as the date, time, and location of the ceremony. For events where many guests will be travelling from out of town, it is also helpful to include information such as hotel room booking details, recommended hotels, and hotel room block information. This can be included on a separate insert or card, or on the save-the-date if possible. The information should be communicated clearly and concisely, with all the necessary details without being overly lengthy.

Hotel room blocks

A hotel room block is a set of hotel rooms that have been reserved for guests attending an event, in this case, a wedding, at a pre-negotiated group rate. The number of rooms in a block usually starts at 10 and can go up to 30.

Booking a hotel room block is a thoughtful gesture for out-of-town wedding guests. It ensures they have somewhere to stay after the wedding and can help them plan their travel plans early. It also allows guests to be surrounded by other guests, extending the celebrations before and after the wedding.

When to book a hotel room block

It's best to book a hotel room block as soon as possible, ideally as soon as you've locked in your wedding date and venue. This will help you secure the lowest rates for your guests and allow them to make travel plans early. If your wedding date coincides with a holiday or local event, you should reserve your room blocks at least 10 to 12 months in advance.

How many rooms to block for a wedding

To determine the number of rooms you'll need, first, estimate the number of households that will require accommodation. You can do this by dividing the number of attending guests by two. Then, estimate the percentage of out-of-town guests who will book a room. For a local wedding, this might be 80%, while for a destination wedding, it's likely to be 100%.

How many nights to block

Most couples set up a block for the night before and the night of the wedding. However, you should also consider any additional nights that might be needed due to wedding weekend festivities like a rehearsal dinner or post-wedding brunch.

Where to set up hotel room blocks

It's best to set up hotel room blocks as close as possible to the wedding venue, especially if you're providing transportation for your guests. If your ceremony and reception are at different locations, prioritise hotels that are closer to the reception venue. It's also helpful if the hotel is near cafes, shops, and other amenities that guests can enjoy.

How many hotels to set up room blocks at

It's usually best to set up room blocks at the fewest number of hotels possible, ideally one or two, and no more than three. This makes it easier for your guests to make a decision, and it simplifies logistics like transportation and dropping off welcome bags.

How to communicate hotel room block information to guests

You can communicate hotel room block information to your guests in several ways:

• Include it on your save-the-dates, if possible.
• Provide a separate wedding accommodation card that matches the motif of your invitations.
• Include the information on your wedding website and provide the link on an "Accommodations" card or insert along with your invitation.
• Share the information on your wedding website and include a physical "Accommodations" card with your invitation as a gentle reminder.

Save-the-dates

• Include the date and location of the wedding. This is the most important information to convey, so be sure to include the specific venue address, especially if it's off the beaten track.
• Provide travel and accommodation information. If you have reserved hotel room blocks for your guests, include this information on your save-the-dates. The sooner your guests book their rooms, the better. You can also include a separate accommodations card with more details, or refer your guests to your wedding website for more information.
• Mention any transport options you plan to provide, such as from the ceremony to the reception venue.
• Include the names of the engaged couple.
• Add your wedding website or social media page so guests can find more information.
• Indicate whether a formal invitation will follow.
• Include your wedding hashtag if you have one.

Keep the design simple and direct, providing all the essential information without overwhelming your guests with too many details.

Wedding accommodation cards

Content and Wording

Keep the content concise and straightforward. Include the hotel name, address, contact details, and any special rates or booking instructions. Here is an example:

"Accommodation is available at [Hotel Name]. Please book directly with them, quoting [Your Name] / [Partner's Name] wedding for a preferential rate. The hotel can be contacted at [Hotel Address], or by phone at [Hotel Phone Number]."

If there are multiple accommodation options, provide a list of recommended hotels with key details, such as room rates and booking instructions. You can also mention any transportation arrangements between the hotel and the wedding venue.

Timing and Distribution

If possible, include accommodation information on your "save-the-date" cards, especially for destination weddings or events where most guests will be travelling. This allows guests to secure their accommodations early. If you don't have the details ready, you can include a separate accommodation card with your wedding invitations.

Design and Presentation

The accommodation card should match the motif and style of your wedding invitations. It is typically included as a separate insert from other cards, such as reply, directions, or reception cards. You may also include a link to your wedding website, where guests can find more detailed information about accommodations and other wedding-related details.

Additional Information

Along with accommodation details, you may want to provide guests with other relevant information such as parking arrangements, transport options, dress code, and menu choices. This ensures that guests have a comprehensive understanding of the wedding and can plan their stay accordingly.

Remember to keep the information concise, clear, and well-organised, allowing your guests to easily find the details they need to make their travel arrangements.

Wedding website

A wedding website is a great way to provide your guests with all the information they need to plan their attendance. It is especially useful if you are having a destination wedding or an event where most of your guests will be travelling. Here is some advice on what to include on your wedding website:

Logistics

Provide all the essential information about your wedding, including the date, time, and location of the ceremony and reception. You can also include directions to the venue(s) and any relevant websites with useful information such as maps. If your venue is in a remote location, consider including brief directions on your website.

Accommodation

If you have reserved a block of hotel rooms for your guests, include this information on your website. Provide the name and address of the hotel(s), along with any special rates that have been negotiated and instructions on how to book. You can also suggest some nearby alternatives, considering all price points.

Transport

If you are providing any transport for your guests, such as from the ceremony to the reception, include these details on your website. Brief details are sufficient, such as the pick-up and return times and locations.

Parking

It is helpful to include information about parking arrangements, especially if parking is limited or tricky to find.

Timeline

Let your guests know what time they should arrive and when the celebrations will end. This is particularly useful if your guests need to pre-book taxis or arrange transport.

Dress code

Inform your guests if there is a specific dress code, such as black tie or formal attire.

Menu

If you are giving your guests the option to pre-order from a menu, include this information on your website. It is also a good idea to ask for dietary requirements when your guests reply.

Additional events

If your wedding will span multiple days and include additional events such as welcome drinks or a day-after brunch, provide a full itinerary for your guests.

Contact information

Include your email address or phone number so that guests can reach out to you if they have any questions.

Remember to keep your website updated, especially if there are any changes to the information provided.

RSVP cards

Timing and Format:

It is recommended to send out wedding invitations with RSVP cards enclosed 6 to 8 weeks before the wedding date. For destination weddings, it is advisable to mail the invitations at least 3 months in advance. If you are close to your wedding date and still awaiting responses, you can gently remind your guests about 2 weeks before the big day.

Wording and Content:

Ensure your RSVP cards include clear instructions for your guests. Here are some key elements to include:

• A clear indication of whether guests are attending or declining.
• A way for guests to indicate who is attending, especially if they have a "plus one" option.
• Meal choices, if applicable. You can include checkboxes for guests to select their preferences.
• Any other relevant information, such as song requests or dietary restrictions.

Design and Customization:

When designing your RSVP cards, consider the following:

• Match the design and style of your wedding invitations to maintain a cohesive look.
• Add a personal touch by addressing each guest's name on the RSVP card.
• Customize the cards with your preferred wording and any additional details you want to include.

Tracking Responses:

To efficiently track guest responses, create a spreadsheet with columns for guest names, RSVP status, meal choices, and any other pertinent information. Alternatively, you can opt for a pen-and-paper method if that suits your organizational style better.

By following these guidelines, you can create informative and well-designed RSVP cards that help streamline your wedding planning process.

Frequently asked questions