Hotel Weddings: Invites, Accommodation, And Etiquette

Wedding planning can be a daunting task, with many details to consider, from budgeting to invitation wording. One important aspect is accommodating out-of-town guests, and this is where the question of including hotel information on wedding invitations arises. It is a thoughtful gesture to reserve a block of hotel rooms for guests travelling from afar, ensuring their comfort and convenience.

Including hotel details on wedding invitations is a practical way to inform guests about their accommodation options. This can be done through separate accommodation cards inserted into the invitation or by providing a wedding website link with all the necessary information. Clear and concise wording is essential, covering room rates, reservation deadlines, and any special instructions for receiving discounted rates.

Some couples opt to include hotel information on their save-the-date cards, especially if the wedding is a destination event, ensuring guests can make travel arrangements early. Others may choose to provide this information through word-of-mouth or rely on their wedding website as a central information source. Ultimately, the decision to include hotel details on wedding invitations depends on the couple's preference and the specific needs of their guest list.

Hotel room blocks

A hotel room block is a set of hotel rooms that have been reserved for a group at an agreed-upon rate. This is a thoughtful gesture for out-of-town wedding guests, ensuring they have a comfortable and convenient place to stay. It also saves them time and money and allows for a more unified experience, with guests surrounded by other guests.

How to Secure a Hotel Room Block

Firstly, determine how many rooms you'll need. This will depend on your guest list, with most guests travelling in couples or sharing with friends. You'll want about half the number of rooms for the total number of guests, with a small buffer. For example, if you have 200 guests with 50-60% travelling, you'll want to hold space for about 120 guests, or 60 rooms.

Next, figure out how many blocks you'll need. Block sizes vary from hotel to hotel, usually between 10 and 30 rooms, with larger hotels offering larger blocks.

Then, shop around for the best rates. Call a few hotels in the area to find the lowest rate and be sure to ask about any perks or concessions for booking a certain number of rooms.

What to Include on the Wedding Invitation

You can include room block information on your save-the-date cards, wedding invitations, or on a separate insert or card. Be sure to include:

• The name and address of the hotel
• The rate per night
• Instructions for how to reserve a room, including any codes or references needed
• A deadline for booking
• Your wedding website for more information

> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. A rate of $XXX per night has been agreed. Please reference the [last name/last name] wedding when reserving your room by calling [enter telephone number] or by visiting their website at [enter URL]. Please book by [date] to secure this rate. For more information, please visit our website at [add URL].

Types of Hotel Room Blocks

There are two basic types of hotel room blocks:

• Contract/attrition blocks: Where you are financially liable for a certain number of rooms, and will be charged if they are not booked by your guests.
• Courtesy blocks: Where the rooms are simply put on hold until a certain date, and if they are not booked by that date, they are released for the general public to book.

Courtesy blocks are recommended as they do not come with a financial risk. However, some more desirable hotels will not offer courtesy blocks.

How to communicate hotel information

Communicating hotel information to your wedding guests is essential to ensure they have a comfortable and stress-free experience. Here are some detailed and direct ways to approach this:

Save-the-Dates:

If you are hosting a destination wedding or an event where most guests are travelling, it is advisable to book hotel room blocks as soon as possible and include this information on your save-the-date cards. This gives your guests ample time to plan their trip and secure accommodation.

Wedding Accommodation Card:

Provide a separate insert dedicated to accommodation details. This card should match the design motif of your invitations and be distinct from other inserts like reply, directions, or reception cards. The header should be "Accommodations", and the wording should be concise. Here is an example:

> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding to receive a discounted rate. Please call [hotel's phone number] to book your stay.

Wedding Website:

It is highly recommended to include hotel information on your wedding website. This is a central place for guests to refer to for any updates or changes. On your website, you can provide more detailed information, such as:

• Check-in and check-out dates
• Room block details, including rates, types, and booking deadlines
• Transportation and parking details
• Nearby attractions, restaurants, and recommendations
• Special requests and amenities

Email and Text Communication:

Email and text messaging are useful for more direct and individualised communication. You can use these methods to provide guests with shuttle or transportation details, parking information, and scheduling updates. Texting is especially useful for quick updates and reminders to individuals or small groups.

Phone Calls:

While less common in the digital age, phone calls are still an effective way to communicate, especially with older guests who may not use modern forms of communication. Phone calls are also appropriate for dealing with tricky situations, such as addressing an RSVP for children at an adults-only event.

Remember, clear and timely communication is key to ensuring your guests have a positive experience.

Wedding accommodation cards

The accommodation card should be separate from other inserts, such as the reply, directions, or reception cards. It should include the header "Accommodations" and be relatively short and sweet, providing essential information without unnecessary details. Here is an example:

> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding to receive a discounted rate. Please call [hotel's phone number] to book your room(s).

It is also a good idea to include important dates or deadlines, such as the latest date to book to receive the discount.

If you have reserved a block of rooms, it is essential to communicate this information clearly so that your guests know exactly how to book. You can include this information on your save-the-date cards, wedding invitations, or wedding website.

> For your comfort and convenience, we have made the following hotel arrangements. A limited number of rooms have been reserved at a special rate for this occasion. These rates are available until [date] by mentioning the [your names] wedding. For more information, please visit our website at [add URL].

You can also include other helpful information, such as the hotel's address, amenities, and shuttle services.

In addition to the accommodation card, you may also include a weekend events card, which provides guests with a full itinerary if your wedding spans multiple days and includes various events. This card can also mention hotel recommendations and transportation details.

Overall, providing your guests with clear and concise accommodation information will ensure they have a positive experience attending your wedding.

Destination weddings

Planning a destination wedding is an exciting task, but it's important to give your guests plenty of notice and provide them with all the information they need. Here are some tips for including hotel information in your invitations:

Save-the-Dates

If you're hosting a destination wedding, it's a good idea to send out your save-the-dates as early as possible, ideally shortly after you book your venue. This will give your guests plenty of time to plan their trip and book their accommodation. Include any recommended online travel information and other helpful details for navigating the destination.

Separate Accommodation Card

It's a thoughtful gesture to include a separate accommodation card with your invitation. This card should match the motif of your invitations and include the header "Accommodations." Here is some example wording:

> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding to receive a discounted rate. Please call [hotel's phone number] to make your reservation.

Be sure to include any important dates or deadlines, such as the latest date to book to receive the discount.

Wedding Website

It's also a good idea to include a wedding website on your save-the-dates or invitations. This website can include more detailed information about travel and accommodations. Be sure to keep your website updated with any changes or deadlines. Here is some example wording for your website:

> For the convenience of our guests, we have reserved a block of hotel rooms and wanted to pass on relevant information. A block of rooms has been reserved at [name of hotel] at a rate of $XXX per night. Please reference the [last name/last name] wedding when reserving your room by calling [hotel's phone number] or visiting their website. Please book by [date] to secure this rate.

Popular Destination Wedding Locations

If you're looking for inspiration for your destination wedding, here are some popular locations to consider:

• Playa del Carmen, Mexico: With perfect beaches, swaying palm trees, and crystal-clear Caribbean seas, this location is a slice of paradise.
• Punta Cana, Dominican Republic: This destination offers luxury all-inclusive resorts, stunning beaches, and a range of adventurous activities.
• Cancun, Mexico: Cancun offers stunning beaches and swanky resorts with all-inclusive wedding packages. There's also a variety of venues to choose from, including beaches, gardens, and ancient Mayan ruins.
• Cabo San Lucas, Mexico: This location is known for its jaw-dropping sunsets, dramatic rock formations, and beautiful beaches. It's also a great place for luxury all-inclusive resorts and intimate beachfront settings.
• Napa Valley, California: Imagine getting married in a picturesque vineyard surrounded by rolling hills. Napa Valley offers a mix of rustic charm and elegant sophistication, along with world-class wine and cuisine.
• The Maldives: With crystal-clear waters and pristine white beaches, the Maldives is a true paradise. You and your guests can enjoy snorkelling, diving, kayaking, and exploring the tiny islands.
• Santorini, Greece: Perched atop dramatic cliffs, Santorini is known for its dazzling white buildings and blue seas. The island also offers charming villages, quaint cafes, and delicious Greek cuisine.

Recommended hotels

For your comfort and convenience, we have made arrangements with the following hotels:

Hilton West

3180 West Market Street

Akron, OH 44333

330) 867-5000

A limited number of rooms have been reserved at a special rate for our guests. Please reference the Smith/Franklin wedding when making your reservation to receive this discounted rate. Be sure to book your room by [date] and mention that you are attending the Smith/Franklin wedding. You can also book a room online using the following link: [link].

Best Western Hotel

Buffalo, NY 14201

Website: www..... Tel #: (XXX) XXX-XXXX

The hotel is located in the Historic Art District, just one block from our wedding venue. They offer complimentary internet, breakfast, and a shuttle to and from the wedding. To take advantage of the discounted group hotel rates, please call Guest Accommodations at (XXX) XXX-XXXX and mention that you are attending the Smith/Franklin wedding. You can also make your reservation online using the group hotel rate code: [code]. We have blocked 20 rooms for the dates of July 16 and July 17.

Hotel Name

Street Address

Telephone number

A block of rooms has been reserved at a rate of $xxx per night. Please reference the Last Name/Last Name wedding when reserving your room. You can reserve by calling [enter telephone number] or by visiting their website. Please book by [date] to secure this rate. If you need more information, please feel free to call us or visit our wedding website.

Frequently asked questions