Guide To Including Directions And Hotel Info In Wedding Invites

When it comes to wedding invites, it's important to provide guests with all the information they need – and that includes directions and hotel details. This is especially important for out-of-town guests, who will be grateful for clear instructions on where to go and where to stay. It's a good idea to include this information on a separate insert, or 'accommodation card', that matches the style of your invitations. This can be included with your save-the-date cards, or the invitations themselves. You should also include the details on your wedding website, and keep the website updated with any changes. It's a good idea to include a deadline for making hotel reservations, and to provide a phone number for guests to call.

Include hotel information on save-the-date cards

Save-the-date cards are a great way to give your guests a heads-up about your wedding plans, especially if it's a destination wedding or most of your guests are travelling. Here are some tips for including hotel information on your save-the-date cards:

Keep it Simple

It's okay to include just the city or town on your save-the-date cards if you haven't finalised the venue yet. You don't want to overwhelm your guests with too many details, especially if some aspects of your big day might change.

Include Hotel Information

If you have the details, it's a good idea to include hotel information on your save-the-date cards, especially if you've booked room blocks for your guests. This will allow them to make arrangements well in advance and avoid late booking costs. You can include the hotel name, address, phone number, and any other relevant information. If you have a wedding website, you can also direct guests there for more information.

Provide a Separate Accommodation Card

Consider including a separate insert or card with your save-the-date cards specifically for accommodation details. This will give the information the attention it deserves and ensure it doesn't get overlooked. The card should match the motif of your invitations and include a header such as "Accommodations". Here's an example of the wording you could use:

> "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 phone number] to book your room."

Include Important Dates and Deadlines

Be sure to note any important dates or deadlines for booking accommodations. For example, you could say:

> "Be sure to book your room by [date] to receive the discounted rate."

Keep Your Website Updated

If you're including your wedding website on your save-the-date cards, make sure to keep it updated with any changes or updates to hotel information. This will help your guests access the information they need and prevent them from having to call you with questions.

Provide a separate wedding accommodation card

If you are reserving hotel room blocks for out-of-town guests, it is recommended to share this information on a separate insert or enclosure card dedicated to accommodation details. This is especially important if you have a lot of guests travelling in from out of town who may not be web-savvy enough to find room block details on your wedding website.

The card should match the motif of your invitations as much as possible and be separate from reply, directions, or reception cards. It should include the header "Accommodations" and be kept relatively short and sweet, providing all the necessary information without too many added details.

> 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 in order to receive a discounted rate. Please call [hotel's phone number] to make your reservation. Be sure to book your hotel room by [date] in order to receive the discount.

You can also refer guests to your wedding website for more information, but be sure to keep your website updated throughout the planning process.

If you are not reserving a hotel room block, you can still use an accommodation card to list 2-3 hotels that you recommend near the wedding festivities. You can also include transportation details on the same card if you are providing a shuttle service from the hotel to your venue.

> We recommend the following hotels in the area: [name of hotel 1], [name of hotel 2], and [name of hotel 3]. For more information about travel and accommodations, please visit our wedding website: [website address]

Customisation Options

There are many options available for customising your wedding accommodation cards, with various online platforms offering templates that you can edit and download. You can choose from a range of colours, themes, and foil colours to match your wedding theme and the rest of your wedding stationery.

You can also decide whether you want a printed card or a digital file. Printed cards can be purchased from websites such as Etsy, while digital files can be downloaded and printed yourself or sent electronically to your guests.

What to Include and Exclude

Along with the name of the hotel and street address, inform guests of the name or group code your room blocks are listed under, along with the date to reserve by. You may also wish to include the hotel's phone number and website. If a shuttle is provided from the hotel to your venue, you can add this information to the card as well.

It is best to omit the hotel website's booking page, as these are often long and confusing. Instead, include this information on your wedding website. Don't include too much information, such as the temperature, recommended airports, or other minor details that guests can find on their own.

Keep your wording brief and to the point, as a details card with too many words may appear cluttered and difficult to read.

Include a wedding website link for more information

Wedding websites are a great way to provide your guests with all the information they need to know about your wedding. By including a link to your wedding website on your invitations, you can ensure that your guests have easy access to all the important details. Here are some tips for including a wedding website link on your invitations:

Firstly, it is important to create a wedding website that is informative and up-to-date. Your website should include all the necessary information about your wedding, such as the date, time, location, and any other relevant details. It is also a good idea to include information about accommodation and travel, such as hotel recommendations and room blocks. By having all this information in one place, your guests can easily access it and make their arrangements.

When including the website link on your invitations, you can simply add it to an "Accommodations" card or a separate insert. A short note will direct your guests to the website for more information. For example, you can write: "For more information about travel and accommodations, please visit our wedding website: [website address]". This way, your guests will know that they can find all the details they need on your website.

It is also a good idea to include the wedding website link on your save-the-dates, especially if you are having a destination wedding or expecting a lot of out-of-town guests. This will allow your guests to start making their travel arrangements as early as possible. You can also mention any room blocks or special rates that you have arranged, with a note such as: "A block of rooms has been reserved at [name of hotel]. Please mention the [your last name] wedding when booking to receive a discounted rate. For more information, please visit our wedding website: [website address]".

By providing a wedding website link, you can ensure that your guests have easy access to all the information they need. It also allows you to make updates or changes as needed, without having to reprint your invitations. So, if there are any last-minute changes or additions, your guests can simply refer to your website for the most up-to-date information.

Overall, including a wedding website link on your invitations is a convenient and efficient way to provide your guests with all the details they need to know about your wedding. It allows you to centralize all the information in one place and makes it easy for your guests to access and plan their attendance accordingly.

Keep your wedding website updated

Wedding websites are a great way to centralise all the information your guests will need to know. They are especially useful for destination weddings or weddings where most guests are travelling. Here are some tips to keep your wedding website updated:

Share it with your guests

Firstly, make sure your guests know about your wedding website. Include the link on your save-the-date cards, or on a separate insert card along with your wedding invitation. You could also include a QR code that takes guests directly to the site.

Provide accommodation details

If you are reserving hotel room blocks, share this information on your website. Include the name of the hotel, the address, phone number, and website. Also, be sure to mention any negotiated rates and the deadline for your guests to book. For 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 phone number] to make your reservation. Be sure to book your room by [date] to receive this discount."

Keep it updated

If there are any changes or updates to your hotel room block information, be sure to note them on the website. This includes any upcoming deadlines. Keeping your website updated will help your guests access all the important details and prevent them from calling you with questions.

Include directions and transport information

Share directions to the wedding venue and reception location (if different) on your website. You could also include transport options, such as nearby airports and train stations, and any shuttle services you are providing. A custom map or weekend itinerary is a nice touch and makes a great keepsake for you and your guests.

Share other useful information

Your wedding website is a great place to share other useful information with your guests. This could include dress code, meal choices, and details of any other wedding events such as welcome drinks, after-parties, or a day-after brunch. You can also include information about local attractions and recommended restaurants.

Include a deadline for making reservations

When it comes to wedding invites, it's important to give your guests all the information they need to plan their attendance. This is especially true when it comes to accommodation. If you're offering a room block at a hotel, it's a good idea to include a deadline for making reservations. Here are some tips and suggestions for how to do this:

Include a deadline to encourage timely responses

Including a deadline for making hotel reservations is a helpful way to ensure your guests have a place to stay and the hotel has an accurate count of how many rooms are needed. This is particularly important if your wedding is during a busy time for the hotel or there are other events happening in town. By encouraging your guests to book their rooms by a certain date, you can help ensure they don't miss out on the discounted rate that often comes with room blocks. It's also a good idea to include this deadline on your wedding website and update it if there are any changes. That way, guests can easily access the information and you won't be bothered with last-minute questions.

Provide clear and concise wording

When including the deadline for hotel reservations, be sure to use clear and concise wording. You want to make sure your guests understand the importance of booking their rooms by the specified date. You can say something like, "Be sure to book your hotel room by [date] to ensure you receive the discounted rate." This lets your guests know that they may miss out on the discounted rate if they wait too long to book. It's also a good idea to include the names of the couple and the date of the wedding in the accommodations card, so guests can easily reference the event when calling the hotel.

Send out save-the-dates with accommodation information

If you have the details finalised, it's a good idea to include the accommodation information on your save-the-dates. This gives your guests plenty of time to plan their travel and make their reservations. You can also include a link to your wedding website, where guests can find more information about the hotel, transportation, and other relevant details. Sending this information in advance is especially helpful if you're hosting a destination wedding or most of your guests are travelling from out of town.

Offer multiple accommodation options

If you have guests with varying budgets, it's considerate to offer a few different hotel options at different price points. On your accommodations card, you can list multiple hotels along with their contact information and the discounted rate offered. This way, your guests can choose the option that best suits their needs and budget. It's also helpful to include the price range for each hotel, so guests have a clear idea of the cost. This can be especially useful for guests who may be travelling on a tighter budget.

Include directions and a custom map

To make it even easier for your guests to plan their travel, you can include directions to the hotel or hotels on your accommodations card. If there are multiple locations, you may want to use a double-sided card or include a custom map. This ensures that your guests have all the information they need in one place and don't have to worry about getting lost. It's also a nice touch to include driving directions, as well as recommendations for transportation to and from the hotel to the wedding venue.

Frequently asked questions