Hotel Booking Details For Your Wedding: A Handy Guide

Wedding planning can be a daunting task, and it's important to keep your guests' comfort in mind. For out-of-town guests, booking a block of hotel rooms is a thoughtful gesture. Communicating this information clearly is essential, so your guests know exactly how to book their stay. This can be done through your invitations, information cards, or wedding website. Here are some tips on how to make a hotel booking information wedding card that will help your guests easily understand the accommodation options available to them.

Include hotel room block information on the card

Hotel room blocks are a thoughtful gesture for out-of-town wedding guests. It is important to communicate this information clearly to your guests. Here are some tips on how to include hotel room block information on your wedding card:

Provide a Separate Wedding Accommodation Card

It is recommended to include hotel room block details on a separate insert within the invitation card. This insert should match the motif of your invitation card and be separate from other inserts, such as reply, directions, or reception cards. The header of this insert can be "Accommodations" or "Hotel Accommodations".

Keep the Wording Short and Sweet

The wording should be concise, providing essential information without overwhelming your guests with 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 stay."

Include Important Dates or Deadlines

Clearly mention any important dates or deadlines for booking. For example:

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

Refer to Your Wedding Website

It is a good idea to include a link to your wedding website on the accommodation insert. This allows guests to find more detailed information about travel and accommodations. Your website should be updated regularly with any changes or updates to the hotel room block information.

Sample Wording for Small Insert Cards

If you are including small insert cards with your invitations, you will need to be mindful of the amount of information included to avoid clutter. Provide the most critical information and direct guests to your wedding website for further details. Here is 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 [website URL]."

Sample Wording for Larger Insert Cards

If you have more space on your insert cards, you can include additional design elements and font variations. Here is an example:

> "Rooms have been reserved for our guests at a discounted rate at [hotel name and address]. Please reference the [your last name]/[partner's last name] wedding when making your reservations. Kindly reserve your room by [date]. If you have any questions, please feel free to contact us at [email address]."

Provide a separate wedding accommodation card

Providing a separate wedding accommodation card is a great way to ensure your guests have all the information they need to book their stay. Here are some tips and suggestions for creating these cards:

Design and Wording

The accommodation card should ideally match the motif of your wedding invitations. It is recommended to keep the wording concise and straightforward, providing essential information without overwhelming your guests with too many details. Here's an example of what you could 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 to receive a discounted rate. Please call [hotel's phone number] to book your stay."

Important Dates and Deadlines

Be sure to include any important dates or deadlines for booking. For example:

"Please book your room by [date] to ensure you receive the discounted rate."

Contact Information

Provide all the necessary contact information for the hotel, including the phone number, website, and physical address. You may also want to include your wedding website, where guests can find more information about accommodation and other wedding details.

Group Rates and Special Deals

If you've negotiated a group rate or special deal with the hotel, be sure to mention this on the accommodation card. This could include discounted rates, complimentary breakfast, late checkout, or any other perks you've arranged.

Room Options and Availability

Consider providing some information about the room options available, such as different room types and rates. You may also want to mention any cut-off dates for reserving rooms and the hotel's cancellation policy.

Shuttle Services

If you're providing a shuttle service to and from the wedding venue, be sure to include this information on the accommodation card. This will help your guests with their travel plans and make their stay more convenient.

Additional Information

You can also include other relevant details, such as nearby attractions, restaurant recommendations, or things to do in the area. This will help your guests feel welcome and make the most of their time during their stay.

Include accommodation options on the invitation

When it comes to including accommodation options on your wedding invitation, there are a few key considerations to keep in mind. Firstly, it is important to provide clear and concise information to your guests, so they know exactly how to book their stay. This is especially important if you have reserved a block of hotel rooms for your guests, as they will need to know how to access these rooms.

If you're hosting a destination wedding or expecting most of your guests to travel, it is recommended to book your hotel room blocks as soon as possible. This information can be included on your "save-the-date" cards or on a separate insert within your wedding invitations. This insert should be designed to match the motif of your invitations and should include a header such as "Accommodations". 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 in order to receive a discounted rate. Please call [hotel's phone number] to make your reservation."

Be sure to include any important dates or deadlines for booking, such as:

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

Another option is to include a link to your wedding website on your invitations, where guests can find more information about travel and accommodations. This allows you to provide more detailed information and keep guests updated on any changes. Here is an example of the wording you can use:

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

Keep in mind that it is important to update your wedding website regularly with any changes or updates to your hotel room block information. This will help your guests access the information they need and prevent them from having to contact you with questions.

Additionally, when recommending hotels, it is helpful to include the web address, phone number, and physical address of each hotel. This makes it easier for your guests to gather all the necessary information in one place.

"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]."

If you have secured a block of rooms at a hotel, here is an example of wording you can use:

"Mark your calendars! We're thrilled to announce our wedding date and we'd be overjoyed to have you join us in the celebration. As our special day falls during the busy season, we suggest making your reservations early to ensure a comfortable stay. For your convenience, we've secured a block of rooms at the [name of hotel], which is close to our venue. Please visit our wedding website for more information on booking these rooms and additional accommodation options."

Suggest nearby hotel alternatives at different prices

When suggesting nearby hotel alternatives at different price points, it's important to consider the needs and preferences of your guests. Here are some tips and examples to help you provide this information effectively:

Include a Variety of Options:

Offer a range of hotel options at different price points to accommodate different budgets. You may want to include a mix of luxury hotels, mid-range options, and budget-friendly choices. This way, your guests can choose the accommodation that best suits their preferences and financial situation.

Provide Clear and Detailed Information:

When suggesting alternative hotels, be sure to provide clear and detailed information about each option. Include the name, address, contact information, and website of each hotel. Also, mention any special rates or discounts that may be available, as well as important dates or deadlines for booking.

Consider the Location and Convenience:

When suggesting alternative hotels, consider their proximity to your wedding venue. Hotels that are within easy reach or offer shuttle services can be more convenient for your guests. Additionally, consider other nearby attractions or amenities that your guests might appreciate, such as restaurants, shops, or tourist spots.

Match Your Wedding Theme or Style:

If your wedding has a particular theme or style, you can suggest hotels that complement it. For example, if you're having a rustic-chic wedding, you might recommend boutique hotels or bed-and-breakfasts with a similar aesthetic. On the other hand, if your wedding is more modern or glamorous, you might suggest hotels with sleek designs or luxurious amenities.

Provide a Range of Amenities:

Different guests will have different needs and preferences when it comes to hotel amenities. Some may prioritize a comfortable bed and a quiet room, while others may want access to a pool, gym, or spa services. When suggesting alternative hotels, try to include options that cater to a variety of amenity preferences.

Examples:

• "For a luxurious experience, we recommend Hotel [Name]. It offers elegant accommodations and is just a short drive from the wedding venue. Rooms start at $[price] per night."
• "If you're looking for a mid-range option, we suggest Hotel [Name]. It's located in the heart of the city and offers comfortable rooms with all the essential amenities. Rooms start at $[price] per night."
• "For budget-conscious guests, we suggest Hotel [Name]. It's a charming and affordable option within walking distance of the wedding venue. Rooms start at $[price] per night."
• "Another great option is Hotel [Name], which offers a special discounted rate for our wedding guests. It's located [location] and provides easy access to local attractions. Rooms start at $[price] per night."

Remember to include the necessary contact information and booking instructions for each hotel suggestion. You can also provide a link to your wedding website, where guests can find additional information and details about the suggested hotels.

Add a wedding website link for more information

When it comes to wedding planning, it's important to effectively communicate with your guests and efficiently deliver key information. A wedding website is a great way to do this. Here are some tips for adding a wedding website link to your hotel booking information wedding card:

Choose a Wedding Website Platform:

Select a platform that suits your needs and offers the features you want. Some popular options include The Knot, Hitched, With Joy, Squarespace, Wix, and Zankyou. These platforms offer customizable templates, RSVP functionality, guest photo-sharing, and more.

Create a Custom URL:

Create a unique and memorable URL for your wedding website. You can use a generic domain name provided by the platform or purchase a custom domain. A fun idea is to use a catchy slogan such as "WilliamsGetWed," which can also double as a wedding hashtag for guests to use when sharing their photos.

Include Essential Information:

Ensure your wedding website contains all the crucial details your guests need to know. This includes the wedding date, time, location, and event timeline. Also, mention the hotel booking information, providing the hotel name, address, contact information, and any special rates or instructions for reserving rooms.

Enhance with Additional Features:

Take advantage of the extra features offered by wedding website platforms. Consider adding an FAQ page to address common questions about attire, transportation, and more. Introduce your wedding party with photos and bios, and share your love story or engagement photos. You can also include a gift registry link, maps, and recommendations for local activities.

Keep it Updated:

It's important to keep your wedding website updated throughout the planning process. Inform guests about any changes to hotel bookings or other important information. Regular updates will help your guests stay informed and reduce the number of questions you receive directly.

By following these steps, you can effectively use a wedding website link on your hotel booking information wedding card, providing your guests with a one-stop resource for all the wedding-related details they need.

Frequently asked questions