Wording Wedding Invites: Accommodations Edition

When it comes to wedding planning, accommodation is a crucial aspect. It's essential to prioritise guests' needs and comfort, especially if you're hosting a destination wedding or have guests travelling from out of town. One way to do this is by including accommodation details in your wedding invitations or save-the-date cards. This gives guests a head start in securing their lodgings and can even save them money. There are a few ways to go about this, such as reserving a block of hotel rooms for guests, providing a separate wedding accommodation card, or referring them to your wedding website for more information. The key is to provide clear and concise information, including hotel names, contact details, and any important dates or deadlines. Warm and inviting wording will convey your excitement for their presence and make them feel valued.

Encouraging early accommodation bookings

Provide Clear Information:

Explain the accommodation options clearly in your save-the-date cards or wedding invitations. If you have secured a block of rooms at a hotel, mention the hotel name, address, contact information, and any reserved room rates. For example:

> "For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. Please call [hotel's phone number] to make your reservation. Be sure to mention the [your last names] wedding to receive a discounted rate. Book your room by [date] to ensure your reservation."

Include a Separate Accommodation Card:

Consider including a separate insert or card dedicated to accommodation details. This gives the information the attention it deserves and makes it easier for guests to refer back to. Match the design of the insert to the motif of your invitations for a cohesive look.

Create a Wedding Website:

Set up a wedding website with accommodation details, including hotel options, room rates, reservation deadlines, and any other relevant information. Include the website link on your save-the-date cards or invitations, encouraging guests to visit the site for more information. Keep the website updated with any changes or deadlines.

Emphasize the Benefits of Early Booking:

In your communication, highlight the advantages of booking early. For example, guests who book early may have a wider range of lodging options, secure rooms closer to the wedding venue, or take advantage of discounted rates. This provides a tangible incentive for guests to make their reservations promptly.

Provide Warm Invitation and Practical Advice:

Strike a balance between a warm invitation and practical advice. Express your enthusiasm for their presence at your special day, while also conveying the importance of booking accommodations early. For instance:

> "We're thrilled to announce our wedding date and we'd be delighted to have you celebrate with us. As our wedding falls during the busy season, we suggest booking your accommodations early to ensure a comfortable stay. We've secured a block of rooms at [hotel name], which is close to our venue. Please visit our wedding website for more information and additional accommodation options."

Remember, the key is to provide clear and concise information, highlight the benefits of early booking, and create a seamless experience for your guests.

Providing a separate wedding accommodation card

For blocked-off hotel rooms

If you have reserved a block of rooms at a hotel for your guests, include the following details:

• The name and address of the hotel.
• Instructions to mention your names or the wedding when booking to receive a discounted rate.
• The hotel's phone number for reservations.
• Any important dates or deadlines for booking, such as "Be sure to book your room by [date] to receive the discount."

> 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 by [date].

For recommended hotels

If you don't have a block booking, you can list 2-3 recommended hotels in the area. Include the following information:

• The names and addresses of the recommended hotels.
• Any special rates or instructions for booking.
• The web address, phone number, and physical address of the hotels.

> We have compiled a list of recommended hotels for your stay: [Hotel 1 name and address], [Hotel 2 name and address], and [Hotel 3 name and address]. Please visit our wedding website for more information, including special rates and contact details: [website address].

In both cases, providing a separate wedding accommodation card ensures your guests have clear and direct access to the information they need to secure their stay for your special day.

Referring to your wedding website

When it comes to referring to your wedding website on your invitations, there are a few key things to keep in mind. Firstly, it's essential to include all the necessary information about travel and accommodations on your wedding website. This ensures that your guests can easily access all the details they need in one place.

Paragraph 1:

"For more information about travel and accommodations, please visit our wedding website: [website address]. Here, you'll find all the details you need to book your stay, including a list of recommended hotels and lodges. By booking early, you can take advantage of discounted rates and ensure a seamless experience.""

Paragraph 2:

"Our wedding website is your one-stop shop for all things accommodation and travel. Visit [website address] to explore a range of lodging options, from luxury hotels to vacation rentals. Be sure to book early to secure your preferred choice, especially if you plan to stay near the venue."

Paragraph 3:

"We want to make sure your stay is as comfortable and convenient as possible. Head over to our wedding website at [website address] for a list of hotels offering discounted rates for our guests. You'll also find important information about transportation and shuttle services, so you can easily get to and from the venue."

Paragraph 4:

"In addition to the accommodation details mentioned above, we have included further information on our wedding website. You can find us at [website address]. Here, you will discover a wealth of knowledge about the local area, including attractions, restaurants, and any upcoming events that may impact your stay."

Paragraph 5:

"For our guests' convenience, we have created a wedding website that houses all the essential information for the big day. This includes a dedicated page for accommodations, with a list of nearby options to suit all budgets. Simply visit [website address] and navigate to the 'Accommodations' section to start planning your stay."

Paragraph 6:

"While we have provided a selection of accommodation options in this invitation, we also encourage you to explore our wedding website for more ideas. Visit [website address] and scroll through our curated list of hotels, B&Bs, and vacation rentals. We have also included a helpful FAQ section with answers to commonly asked questions."

Keeping your website updated

It is important to keep your website updated to ensure it remains a useful resource for your guests. Here are some tips to help you keep your website content fresh and engaging:

Content Calendar

Create a content calendar to schedule, edit, and publish new content. This can be as simple as setting reminders in your Google calendar or using a WordPress plugin like Editorial Calendar. A content calendar will help you stay organised and ensure a consistent flow of new content.

Update Older Content

As your archive of older content grows, it's important to keep it updated and relevant. Link to older posts in your new content to increase views and consider using a related content feature to display related posts at the bottom of each new post. Regularly review and update your cornerstone content (your best-performing and most relevant articles) to ensure it remains reliable and fresh.

Repurpose Older Content

Look for ways to repurpose and repackage older content to attract new audiences. For example, you could turn an old blog post into an infographic, slide deck, or video to share on social media. Alternatively, combine multiple short posts into one comprehensive new post or create an eBook that users can download.

Keyword Data

Check your Google Search Console data to see which keywords are bringing visitors to your site. Update your posts to include these keywords where they fit naturally, and use them as inspiration for new content topics.

Web Design

Update the appearance of your site to keep it looking modern and engaging. Ensure your site is mobile-friendly and easy to read and navigate on smartphone screens. Consider a web design makeover if you are rebranding or adding significant new functionality to your site. You can find free or paid themes to give your site a fresh look.

Website Functionality

Stay on top of SEO best practices and regularly test your site's performance using tools like Google's Test My Site and Page Speed Insights. Keep your plugins up to date and ensure your website is secure with HTTPS.

By following these tips, you can keep your website updated and provide your guests with a valuable resource for accommodation information and more.

Using a reception card

A reception card is a great way to provide your guests with additional information about your wedding reception. Here are some tips and suggestions for using a reception card effectively:

Purpose of a Reception Card

The reception card is often included in the wedding invitation suite to provide guests with specific details about the reception venue, timing, and other important information. This is especially useful if the reception is held at a different location from the ceremony or if there is a gap between the two events.

What to Include in a Reception Card

• Reception venue and address: Include the full name and address of the reception venue, including the street address, city, and state. The zip code is usually omitted but can be included for added clarity.
• Timing: Indicate the start time of the reception, especially if there is a cocktail hour or a gap between the ceremony and reception. You can use phrases like "following the ceremony" or "cocktail hour begins at six o'clock, dinner and dancing to follow."
• Attire: If you have a specific dress code for the reception, such as black-tie or cocktail attire, you can include this information on the reception card.
• Nature of the event: If you are hosting a breakfast reception or a dinner reception, you can specify this on the card.
• Transportation: If you are providing transportation arrangements between the ceremony and reception venues, include those details.
• Adult-only reception: If children are not invited to the reception, you can discreetly indicate this on the card by stating "adult reception."

Formatting and Wording

• Heading: "Reception" is the standard heading, but you can also use alternatives such as "Celebrate," "Dinner and Dancing," or "The celebration continues."
• Request line: A formal reception card should include a request line similar to the invitation. Use "the pleasure of your company" for receptions at secular locations.
• Consistency: The reception card should match the style and motif of your wedding invitations.
• Brevity: Keep the wording concise and to the point, providing essential information without overwhelming your guests with excessive details.

Sample Reception Card Wording

"Reception

Please join us for dinner and dancing following the ceremony

Midtown Loft and Terrace

6:00 pm

Cocktail attire

[Your names]"

In conclusion, a reception card is a helpful way to provide your guests with clear and concise information about your wedding reception, ensuring they know what to expect and where to be.

Frequently asked questions