Incorporate Hotel Accommodations Seamlessly Into Your Wedding Invitations

When it comes to wedding planning, there are many details to consider, and one crucial aspect is ensuring your guests have a positive experience. This includes providing clear information about hotel accommodations, especially for those travelling from out of town. Here's a guide to help you effectively communicate hotel details to your wedding guests through your invitations.

How to word a hotel accommodations card

When it comes to wedding planning, it's important to keep your guests' comfort in mind. This includes ensuring they have clear information about their accommodation options. Here are some tips on how to word a hotel accommodations card for your wedding:

Keep it concise and clear:

Provide only the essential information without overwhelming your guests with too many details. Here's a template you can follow:

"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 reserve by [date]."

Include key details:

Make sure to include the hotel's name, address, phone number, and reservation deadline. You can also mention the wedding website for more information:

"Accommodations:

[Name of Hotel]

[Address]

[Phone number]

A block of rooms has been reserved for our guests at a discounted rate. Please reference the [your last name] wedding when booking. Kindly reserve your room by [date]."

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

Offer multiple options:

If you have guests with varying budgets, consider offering a few accommodation options at different price points. You can list the hotels and their respective rates, and include any relevant booking information:

"Accommodations:

[Hotel 1] – [address] – [phone number] – $[rate] per night

[Hotel 2] – [address] – [phone number] – $[rate] per night

Please mention the [your last name] wedding when booking and reserve your room by [date]."

Match your invitation motif:

The accommodations card should complement the design of your wedding invitations. This helps to create a cohesive look and feel for your wedding stationery. Try to use similar colours, fonts, and motifs to tie everything together.

Provide directions:

Consider including a small map or written directions to the hotel, especially if it's located in an area your guests may be unfamiliar with. This adds a thoughtful touch and ensures your guests can find their way with ease.

Remember, the key is to provide clear and timely information to your guests so they can plan their accommodation accordingly.

When to send wedding invitations

The timing of sending out wedding invitations is crucial to ensure your guests have all the necessary information to plan for and attend your big day. Here is a comprehensive guide to help you navigate the process:

Save-the-Date Cards

Save-the-date cards are not mandatory but are particularly useful when many of your guests need to make travel arrangements or if accommodations near your wedding venue are limited. These should be sent out four to six months before the wedding, or even earlier if you're planning a destination wedding that requires more extensive travel plans. It is a good idea to include hotel room block information on your save-the-date cards if you have it at the time of sending. This early notice will allow your guests to secure their accommodations promptly, especially if there are other significant events happening in the same city that weekend.

Wedding Invitations

The general rule of thumb is to send out your wedding invitations six to eight weeks before the wedding date. This timeline ensures that your guests have enough advance notice to plan their attendance. However, if you are hosting a destination wedding or have a significant number of international guests, it is advisable to send out invitations at least 12 weeks in advance. This extended timeline accommodates the additional travel arrangements and visa requirements that your guests may need to make.

RSVP Deadline

Your RSVP deadline should be set to give you enough time to finalise details with your vendors. A good practice is to set the RSVP deadline for one month before the wedding. This allows you to have a confirmed headcount for catering, seating arrangements, and any other logistics that depend on the number of guests attending.

Rehearsal Dinner Invitations

The rehearsal dinner usually takes place the night before the wedding, and invitations for this event should be sent out three to six weeks in advance. The rehearsal dinner is typically attended by close family members, anyone participating in the wedding ceremony (including the officiant), and their spouses or dates. It is also a thoughtful gesture to invite your out-of-town guests as a way of expressing gratitude for their efforts to attend your wedding.

Post-Wedding Thank-You Cards

Don't forget to express your gratitude to your guests for their attendance and gifts! Thank-you cards should be sent out promptly after the wedding festivities. For gifts received during the engagement party and bridal shower, send thank-you notes within two to three weeks of the events. For gifts sent before the wedding day, send a card as soon as possible, and definitely before the wedding. For gifts given on the wedding day, mail your thank-you notes within three months; and for gifts received after your wedding, send one within two to three weeks.

How to include accommodations in a wedding invitation

Including accommodation details is an important part of the wedding invitation process. Here is a step-by-step guide to help you navigate this aspect of your wedding planning:

Book Accommodation for Your Guests:

It is considerate to reserve a block of hotel rooms for your out-of-town guests. This gesture ensures they have a convenient and affordable place to stay. You can use a free service like Wedding Hotel Blocks to find the best rooms within your budget. It is recommended to book these rooms as early as possible, ideally soon after you reserve your wedding venue.

Include Accommodation Details in Your Save-the-Dates:

If you have the accommodation details finalized before sending out your save-the-dates, be sure to include this information. The earlier your guests can book their rooms, the better, especially if there are other events happening in the same city that could impact availability and rates.

Provide a Separate Accommodations Card:

Whether you include accommodation details in your save-the-dates or wedding invitations, consider adding this information on a separate insert or card. This gives it the attention it deserves and ensures clarity for your guests. The card should match the motif of your invitations. Here is 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 to receive a discounted rate. Please call [hotel's phone number] to book your stay.

Be sure to include important dates or deadlines, such as a cutoff for the discounted rate.

Refer Guests to Your Wedding Website:

In addition to the physical invitation suite, include your wedding website link, where guests can find more information about travel and accommodations. This is especially useful if you have a lot of details to share or if you anticipate any changes or updates to the accommodation arrangements.

Keep Your Website Updated:

It's important to maintain your wedding website throughout the planning process. If there are any changes or deadlines approaching regarding the hotel room blocks, be sure to update your website accordingly. This will help your guests access the most current information and reduce the number of questions you receive.

Consider Other Options:

If you are unable to reserve a block of hotel rooms, you can still provide accommodation recommendations on your wedding website or insert card. Share a few hotel options with a range of price points to suit different budgets. You can also suggest alternative lodging options, such as Airbnbs or bed and breakfasts in the area.

Remember, clear and timely communication about accommodations is key to ensuring your guests have a positive experience.

How to indicate a block of rooms has been reserved

When indicating that a block of rooms has been reserved for wedding guests, it's important to communicate this information clearly and directly. Here are some detailed and instructive paragraphs on how to do this:

Paragraph 1:

It's important to let your guests know about the reserved block of rooms as soon as possible, especially if you're having a destination wedding or expecting a large number of out-of-town guests. This information can be included in your save-the-date notices or on a separate insert within your wedding invitations. The earlier your guests know, the better, as it allows them to plan their travel accordingly and take advantage of any discounted rates you may have negotiated.

Paragraph 2:

When wording the invitation or insert, you may want to highlight that you've made these arrangements for your guests' comfort and convenience. For example, you could say: "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 our out-of-town guests. Please mention the [Bride/Groom] wedding to receive this rate when calling to make your reservation." This phrasing lets your guests know that you've considered their needs and want to make their experience as pleasant as possible.

Paragraph 3:

Be sure to include all the necessary details, such as the name and contact information of the hotel, the dates by which reservations should be made, and any special rates or codes that need to be mentioned. For example: "A block of rooms has been reserved at [Hotel Name] at a rate of $[rate] per night. Please reference the [Bride/Groom] wedding when reserving your room. You can reserve by calling [Hotel Phone Number] or visiting their website. Please book by [Date] to secure this rate." Providing clear and concise information will make it easier for your guests to take advantage of the reserved block of rooms.

Paragraph 4:

If you have a wedding website, this is also a great place to include the hotel information. You can provide more detailed information, such as the address of the hotel, any amenities or perks, and even pictures of the property. You can also include the link to the hotel's website and any relevant contact information for your guests' convenience. This allows guests to easily access the information and plan their stay accordingly.

Paragraph 5:

It's a good idea to include a mix of written information and website links to ensure that your guests have all the details they need. This way, they can refer to the invitation or insert for key information while also having the option to visit the website for additional details. For example, you can include a sentence on the invitation that says: "For more information about travel and accommodations, please visit our wedding website: [Website Address]." This ensures that your guests have a comprehensive understanding of the arrangements and can plan their trip accordingly.

How to inform wedding guests about lodging

There are several ways to inform your wedding guests about lodging. Here is some advice on how to do this effectively:

Timing

It is a good idea to book your hotel room blocks as early as possible, especially if you are hosting a destination wedding or if most of your guests will be travelling. This information can be included on your save-the-date cards if you have it before sending them out. The earlier your guests book their rooms, the better, especially if there are other big events happening in the same city that weekend.

Wedding Accommodation Card

You can include your hotel room block information on a separate insert within your save-the-date cards or invitations. This insert should match the motif of your invitations and be separate from reply, directions, or reception cards. It should include the header "Accommodations" and provide clear and concise information. 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 room."

Wedding Website

It is recommended to include hotel room block information on your wedding website and then include your wedding website link on an "Accommodations" card or a separate insert with your invitation. Your note about your wedding website could read as follows:

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

Remember to keep your website updated with any changes or deadlines to ensure your guests can easily access all the important details.

Invitation Suite

All paper goods sent with a wedding invitation are collectively referred to as an "invitation suite". This should include a response card and important information such as directions and accommodations. You could include a separate card with hotel recommendations and room blocks, as well as transportation locations and times.

Wording

When informing your guests about lodging, it is important to use clear and concise wording. Avoid using confusing terms such as "room block", "cut-off dates", or "group code". Instead, provide the most crucial information and direct guests to your wedding website for more details. Here are some examples of wording for small inserts:

> "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 last names] wedding. For more information, please visit our website at [website address]"

>

> "A block of rooms has been set aside at the [name of hotel]. These rooms can be reserved by calling [phone number] before [date] and asking for rooms in the [name of room block]. Additional information for wedding guests is available at our wedding website at [website address]"

>

> "A block of rooms has been reserved at [name of hotel] at a rate of [price] per night. Please reference the [your last names] wedding when reserving your room. You can reserve by calling [phone number] or by visiting [website address]. Please book by [date] to secure this rate. If you need more information, please feel free to call us or visit our wedding website at [website address]"

Remember, it is important to convey lodging information clearly so your guests understand the reservation process. Providing a range of accommodation options to suit different budgets is also considerate.

Frequently asked questions