Wedding Invites: Hotel Accommodations, A Warm Gesture

It is essential to provide clear information about hotel reservations on your wedding invitations so that your guests can easily understand the booking process. This is especially important if you are hosting a destination wedding or expecting a large number of out-of-town guests, as they will need to secure accommodations. To assist your guests, you can use a free Wedding Hotel Blocks service to find and book a block of hotel rooms at discounted rates. This information can then be included on a separate insert or accommodation card that matches the motif of your invitations. It is advisable to include this information as early as possible, either on your save-the-date cards or on your wedding website.

How to convey hotel reservation information clearly

Clearly communicating hotel reservation information to your wedding guests is crucial. This will ensure they know exactly how to make a reservation and enhance their overall experience. Here are some instructive and focused tips on how to convey this information effectively:

Include it on the Save-the-Dates:

If you're planning a destination wedding or expecting most of your guests to travel, it's advisable to book your hotel room blocks soon after securing your wedding venue. If you have this information before sending out your save-the-dates, be sure to include it. The earlier your guests book their rooms, the better, especially if there are other events in the same city that could cause accommodation shortages.

Provide a Separate Accommodations Card:

Consider including a separate insert for accommodation details within your wedding invitation suite. This insert should match the motif of your invitations. It should be distinct from other inserts, such as reply, directions, or reception cards, and have a clear header like "Accommodations." Keep the wording concise, providing essential information without excessive details.

Here's 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.

Be sure to note any important dates or deadlines, such as the cutoff date to receive the discounted rate.

Refer to Your Wedding Website:

Creating a wedding website is an excellent way to centralize all accommodation and travel-related information. Include the website link on a separate insert card along with your invitation. Here's an example of what to include:

> For more information about travel and accommodations, please visit our wedding website: [website address]

Keep Your Website Updated:

Maintaining an up-to-date wedding website is crucial. If there are any changes or updates to hotel room block information, be sure to reflect them on the website. This will help your guests access the latest details at any time and reduce the number of direct inquiries you receive.

Sample Wording for Small Inserts:

For small enclosure cards, avoid cluttering them with too much information. Include the most critical details and direct guests to your wedding website for further information. Here's an example:

> 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].

Sample Wording for Larger Inserts:

If you have more space, consider adding some design elements and fonts to your accommodation insert. Here's an example:

> [Hotel Name] – [Hotel Address] – [Hotel Phone Number] – [Hotel Website]. A block of rooms has been reserved for our guests at a discounted rate. Please reference the [your last name]/[partner's last name] wedding when making your reservations. Kindly reserve your room by [date].

Provide Alternative Accommodation Options:

If you have a wedding website, be sure to include alternative accommodation suggestions for your guests. This is especially helpful if your blocked rooms are fully booked or if guests prefer different options.

When to book hotel room blocks

Booking hotel room blocks for a wedding can be a stressful task, but it's important to do it right to ensure your guests have a comfortable stay. So, when is the best time to reserve those hotel room blocks?

First and foremost, it's crucial to book early. As soon as you've confirmed your wedding date and venue, start looking into hotel options. This will not only help you secure the best rates, but it will also allow your guests to make travel plans as soon as they receive their save-the-dates. Ideally, you should aim to reserve your room blocks at least 3-8 months in advance, giving yourself and your guests enough time to plan and get excited. If your wedding date coincides with a holiday, local event, or convention, you may need to book even earlier—at least 10 to 12 months in advance.

When booking, keep in mind that hotel room blocks typically open one year prior to the wedding date and close about 30 days before the event. This means that you'll want to share the hotel information with your guests well in advance, so they can take advantage of the discounted rates. It's beneficial to have this information ready before sending out your save-the-dates or wedding invitations, so your guests can start making their reservations.

To ensure you don't miss out on the best options, it's a good idea to start by contacting multiple hotels to get rates and availability. Most wedding room block quotes are only valid for a short period, so be prepared to make a decision within that timeframe. Additionally, be strategic about the location of the hotels you choose, opting for those that are within close proximity to your wedding venue or other wedding-related events.

Remember, booking hotel room blocks early will not only give you a better chance of getting the best rates, but it will also make the planning process smoother for both you and your guests.

How to include accommodation details in a wedding invitation

Including accommodation details in your wedding invitation is a thoughtful gesture, especially if you're hosting a destination wedding or expecting many out-of-town guests. Here are some tips to help you communicate these details effectively:

Timing

If possible, include accommodation information in your "save-the-date" cards, especially if you're booking a destination wedding or expecting most of your guests to travel. The earlier your guests can reserve their rooms, the better, especially if there are other events happening in the same city that weekend.

Separate Accommodation Card

Provide a separate "accommodations" card along with your wedding invitation. This card should match the motif of your invitations and be separate from reply, direction, or reception cards. Keep the wording short and sweet, providing essential information without overwhelming your guests with too many details. Here's 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."

Be sure to include important dates or deadlines, such as the date by which guests need to book to receive the discount.

Wedding Website

Another option is to include a link to your wedding website on your invitation or a separate insert card. You can then provide accommodation details on your website, along with any updates or changes. Here's an example of what to include on your insert card:

> "For more information about travel and accommodations, please visit our wedding website: [website address]."

Keep your website updated with any changes to the accommodation details, including upcoming deadlines. This will help your guests access the information they need and reduce the number of questions you receive.

Clear and Concise Information

When providing accommodation details, be sure to include the hotel's name, address, phone number, and any other relevant contact information. If there is a special rate or group code for your guests, be sure to mention it, along with any cut-off dates for reservations. You can also mention any amenities the hotel offers, such as complimentary breakfast or shuttle services.

Here's an example:

> "A block of rooms has been reserved at the Hilton West, 3180 West Market Street, Akron, OH 44333. Please call (330) 867-5000 to make your reservation. Be sure to mention the Smith/Franklin wedding to receive a discounted rate. Reservations can be made until [date]."

Small Insert Cards

If you're including small insert cards with your invitations, be mindful of the amount of information you include. Focus on the most critical details and direct guests to your wedding website for more information. Here's an example:

> "For your comfort, we have arranged the following hotel accommodations. A limited number of rooms are available at a special rate until [date]. Please mention the Smith/Franklin wedding when booking. For more information, visit our website: [website address]."

Larger Insert Cards

If you have more room to work with on your insert cards, you can include additional design elements and fonts. Here's an example:

> "Accommodations: A block of rooms has been reserved at the Hilton West, 3180 West Market Street, Akron, OH. Please call (330) 867-5000 to make your reservation. Mention the Smith/Franklin wedding to receive a discounted rate. Please book by [date] to secure your room. Visit our website for more information: [website address]."

What to include on a separate insert for wedding accommodation details

It is important to provide clear details about wedding accommodations for your guests, especially those travelling from out of town. Here is some information you can include on a separate insert:

• A short and sweet message providing essential details without overwhelming your guests. For example, "For your convenience, we have reserved a block of rooms at [name of hotel] in [city]. Please mention the [your last names] wedding when booking to receive a discounted rate. Call [hotel phone number] to reserve your room."
• Reservation deadline: Encourage guests to book by a specific date to ensure they receive the discounted rate.
• Hotel contact information: Include the hotel's phone number and website address to make reservations easy for your guests.
• Room rates: If the hotel is offering special rates for your wedding guests, be sure to mention this. You can also include information about the room types and rates, such as "Standard Room: $187 per night – Friday/Saturday."
• Alternative accommodation options: If guests prefer to stay elsewhere or if the blocked rooms fill up, provide a list of recommended alternative hotels or accommodations.
• Wedding website: Include the URL to your wedding website, where guests can find more information about accommodations and other wedding details.
• Shuttle service: If you are providing a shuttle service between the hotel and the wedding venue, be sure to mention this.
• Special amenities: List any special amenities the hotel offers, such as complimentary breakfast or internet access.
• Group code: If the hotel has provided a special rate code for your wedding guests, include this in the accommodation details.
• Map or directions: Consider including a small map or directions to the hotel from the wedding venue to make it easier for guests to navigate.

How to refer to your wedding website for accommodation details

Wedding websites are a great way to provide guests with all the information they need to plan for your big day. They are especially useful for destination weddings or weddings with many out-of-town guests. Here are some tips for referring to your wedding website for accommodation details:

Include a separate insert card with your invitation:

This card should match the motif of your invitations and include the header "Accommodations." The wording should be short and sweet, providing essential information such as the hotel name, reservation instructions, and any relevant dates or deadlines. You can also include a sentence about your wedding website, such as "For more information about travel and accommodations, please visit our wedding website: [website address]."

Keep your website updated:

It's important to keep your wedding website updated with the latest information, especially if there are any changes or updates to your hotel room block details. This will help your guests access all the information they need and prevent them from having to contact you with questions.

Provide clear and detailed accommodation information:

On your wedding website, be sure to include room rates, reservation links, and instructions for reserving rooms within your room blocks. If you don't have a formal room block, list a few reputable hotels at a variety of price points near your ceremony and reception site. Include the hotel name, contact information, and any special rates or instructions for booking.

Mention the wedding website on your invitation:

You can also include a brief sentence about your wedding website on your invitation itself, such as "For more information about our wedding and for online RSVPs, please visit our website: [website address]." This will direct guests to your website, where they can find all the accommodation details and other relevant information.

Add other relevant information:

In addition to accommodation details, your wedding website can include other practical information such as transportation options, parking guidelines, dress code, and a timeline of events for the wedding weekend. This will help your guests plan their trip and ensure they have a smooth and enjoyable experience.

Frequently asked questions