Wedding Invitation Wording: Including Room For Guests

Planning a wedding can be a daunting task, especially when it comes to sending out invitations. The invitation suite refers to all the paper goods sent along with the wedding invitation. While the invitation itself is the most important part, there are several other components that can be included to provide guests with all the information they need. This paragraph will discuss the different elements that can be included in a wedding invitation suite, with a focus on how to include room information for out-of-town guests.

Include the room details on a separate insert or 'accommodations' card

Include the Room Details on a Separate Insert or Accommodations Card

If you're providing accommodation for your wedding guests or have reserved a hotel room block, it's a thoughtful gesture to include these details on a separate insert or accommodations card. This gives the information the attention it deserves and ensures your guests can easily access it. Here are some tips for including room details in this way:

• Match the Motif: Try to match the design of the insert or card to the motif of your invitations as closely as possible. This creates a cohesive look and feel for your wedding stationery.
• Keep it Short and Sweet: The wording on the accommodations card should be relatively concise. Provide the necessary information without including too many unnecessary details. For example, you can mention that a block of rooms has been reserved at a specific hotel and provide the contact information for booking.
• Include Important Dates: Be sure to note any important dates or deadlines, such as a deadline for booking the room at a discounted rate. This helps your guests take action and ensures they don't miss out on any special arrangements you've made.
• Refer to Your Wedding Website: In addition to the accommodations card, include a separate insert or card with your wedding website link. This allows guests to find more detailed information about travel and accommodations. Make sure to keep your website updated with any changes or updates to room block information.
• Provide Clear Booking Instructions: When providing room block information, give clear instructions on how to book. For example, instruct guests to mention your wedding when calling the hotel to receive a discounted rate.
• Consider Including a Map: While most guests will use their phones for navigation, including a custom map of the wedding venue and surrounding area can be a charming addition. It can also be a fun way to highlight your favourite spots, such as your favourite restaurant or the location of a post-wedding brunch.

Provide the hotel's name, address, phone number, and any discount codes

When it comes to wedding invitations, it's important to provide clear and concise information about the hotel accommodations for your guests, especially if they are travelling from out of town. Here are some tips to help you effectively communicate the hotel details:

It is essential to include the name of the hotel where you have blocked rooms for your guests. You can simply state, "A block of rooms has been reserved at [Hotel Name]." If there are multiple hotels to choose from, provide the names and details of each option. Include the hotel's address, so guests know its location and proximity to the wedding venue.

Also, provide the hotel's phone number, as guests will need to call and mention your wedding to receive the discounted rate. You can say, "Please call [Hotel's Phone Number] to make your reservation." If there is a specific contact person at the hotel, include their name as well.

If you have a discount code or group code provided by the hotel, be sure to include it on the invitation. This will ensure that your guests receive the agreed-upon rate. You can say, "Please use the discount code [Code] when booking." If there is a cut-off date for the discount, be sure to mention it as well. For example, "Rooms are available at the discounted rate until [Date]."

"A block of rooms has been reserved for our special day at the Hilton West. You can book your stay by calling (330) 867-5000 and referencing the Smith/Jones wedding. Please reserve your room by July 1st to take advantage of the discounted rate. We have also negotiated a special rate for our guests, so be sure to mention our names when booking."

By providing these details, your guests will have all the information they need to secure their accommodations for your wedding.

Include a deadline for booking

When it comes to wedding planning, it's important to give your guests enough time to make travel arrangements if they need to. It's also important to give yourself enough time to get a final headcount for the caterer and to finalise your seating chart.

The general rule of thumb is to send out your wedding invitations six to eight weeks before the wedding. This is also the right time to request RSVPs, giving guests at least two to three weeks to respond. This means you should include a deadline for booking (or RSVP) on your invitations that is at least two to three weeks before the wedding.

If you're having a destination wedding or a wedding where most of your guests are travelling, it's a good idea to book your hotel room blocks as soon as possible after booking your venue. You can include this information on your save-the-date cards, or on a separate insert or card with your invitations. This insert or card should match the motif of your invitations and include the header "Accommodations". Here's an example of what to include:

> 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 also clearly note any important dates or deadlines. For example:

> Be sure to book your hotel room by [date] in order to receive the discount.

You can also include hotel room block information on your wedding website, and then include your wedding website link on a separate insert card along with your wedding invitation.

Add your wedding website to the invitation

There are several ways to include your wedding website on your invitation. Here are some options:

The Formal Invitation

Although some wedding experts believe it is bad etiquette, it is becoming more common to include your wedding website on your formal invitation. If you choose to do so, add the website to the bottom of the invitation. Here is an example of the wording:

> "For more information, please visit [URL]"

> "Kindly RSVP by [RSVP deadline] at [URL]"

If you opt for a QR code, place it on the back of the invite. Formal invitations are usually sent out 6-8 weeks before the wedding date.

Enclosure Card

Another option is to include your wedding website URL on an enclosure card, an additional piece of your invitation suite used to communicate extra details to your guests. This could be an RSVP card, a details card, or a wedding website card. An enclosure card can help you maintain a formal tone and gives you more space for wording.

Save the Dates

Save the dates are sent out in advance of your invitations, usually 4-6 months before your wedding date, but they are still part of your invitation suite. They are the most popular choice for sharing the wedding website URL with guests as quickly as possible. The template will guide you on where to list the URL, but it is usually on the back or at the bottom of the front side.

Update your wedding website regularly

A wedding website is a great way to provide your guests with all the information they need for your big day. It's a good idea to update your wedding website regularly to ensure that your guests have access to the most up-to-date information. Here are some tips for keeping your wedding website updated:

Share Important Details

Ensure that your website includes all the essential details such as the wedding date, venue address, ceremony start time, and order of events. You can also include information about hotel room blocks or suggested accommodations, transportation, and additional events surrounding the wedding.

Elaborate on Accommodation Options

If you have reserved a hotel room block for your guests, provide clear instructions on how to book. Include the hotel's name, contact information, and any necessary codes or deadlines. You can also suggest multiple lodging options across different price points.

Provide Travel Information

For destination weddings or weddings with many out-of-town guests, it is helpful to offer travel tips. Include directions and maps for all wedding-related events, and recommend the best airports, transportation services, and even local activities and restaurants.

Update Timely Information

If there are any changes to your plans, such as a venue change or postponement, update your website promptly. This will help keep your guests informed and reduce the number of individual questions you may receive.

Share Your Gift Registry

Your wedding website is a convenient place for guests to access your gift registry. Include links to your registry or any other relevant information, such as a honeymoon fund.

Enable Online RSVPs

Consider enabling online RSVPs on your website to make it easier for guests to respond. You can also use this feature to collect dietary restrictions or meal preferences. However, it is still recommended to send physical RSVP cards, especially for older guests who may prefer a traditional method.

Frequently asked questions