Incorporate Hotel Details Elegantly In Your Wedding Invitation

When it comes to wedding planning, there are many details to consider, and one important aspect is providing guests with hotel information. This is especially relevant for destination weddings or events where most guests will be travelling. Here's a guide on how to include hotel details in your wedding invitations.

Firstly, it's recommended to include hotel information on your save-the-date cards, if possible. This is helpful for guests to start planning their travel arrangements, especially if there are other events in the same city that could impact hotel availability.

Secondly, consider providing a separate wedding accommodation card. This card should match the style of your invitations and include essential details such as the hotel name, address, contact information, and reservation instructions. It's also a good idea to mention any discounts or special rates for your wedding guests.

Additionally, you may want to include your wedding website on the accommodation card, where guests can find further information about travel, accommodations, and other wedding-related details. Keeping your website updated is crucial so that guests can access the latest information.

When providing hotel information, it's best to keep the wording clear, concise, and straightforward. You can also include other relevant details, such as shuttle services, nearby attractions, or special amenities offered by the hotel.

Remember to consider the design and font of your invitation suite, ensuring that all the necessary information is easy to read and aesthetically pleasing.

Hotel room blocks

When to Book Hotel Room Blocks

If you are hosting a destination wedding or an event where most of your guests will be travelling, it is advisable to reserve hotel room blocks as soon as possible, ideally shortly after booking your wedding venue. This ensures that your guests can book their rooms early and at the best prices, especially if there are other events happening in the same city that weekend.

How to Communicate Hotel Room Block Information

There are several ways to communicate hotel room block information to your guests:

• Include it on the save-the-date cards: If you have this information before sending out your save-the-dates, it is a good idea to include it so that your guests can start making their travel plans early.
• Provide a separate wedding accommodation card: Include this information on a separate insert that matches the motif of your invitations. This card should have a header such as "Accommodations" and include all the necessary details, such as the hotel name, address, contact information, and any special rates or group codes.
• Refer to your wedding website: Include a link to your wedding website on your save-the-date or invitation, and provide all the hotel and travel information there. Be sure to keep your website updated with any changes or deadlines.

Wording for Hotel Room Block Information

• "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 [wedding name] or [your last names] wedding. For more information, please visit our website at [website address]."
• "A block of rooms has been set aside at [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 [website address]."
• "A block of rooms has been reserved at [name of hotel] at a rate of [dollar amount] per night. Please reference the [last name/last name] 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 to keep the wording relatively short and sweet, providing all the necessary information without overwhelming your guests with too many details.

Save-the-dates

Timing is Key

It is recommended to send out save-the-dates six to eight months before the wedding, or even earlier if you are planning a destination wedding or having your wedding over a holiday weekend. This will give your guests, especially those travelling, enough time to make the necessary arrangements such as booking flights and hotel rooms.

What to Include

While save-the-dates are typically more simple than the formal invitation, there are some key details you should include:

• Your names: This may seem obvious, but it is important to include the full names of both you and your partner.
• The wedding date: This is the most important piece of information, as it is the whole point of sending a save-the-date card.
• The location: Include at least the city, and preferably the venue as well, to help your guests start making travel arrangements.
• "Formal Invitation to Follow": It is important to note this on your save-the-dates to avoid any confusion with guests mistaking it for the actual invitation.
• Your wedding website: If you have one, include the link so that guests can find more information about accommodations and wedding details.

Hotel Information

If you have reserved a block of hotel rooms for your out-of-town guests, it is a good idea to include this information on your save-the-date cards. Here is some suggested wording for how to communicate this:

• "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 name] wedding to receive a discounted rate. Please call [hotel's phone number] to book your room."
• "To make your stay more comfortable, we have reserved a block of rooms at [name of hotel]. You can book by calling the hotel directly at [phone number] and mentioning the [last name] wedding. Be sure to book by [date] to receive the discounted rate."

Remember to keep the wording straightforward and concise, providing all the necessary information without overwhelming your guests with too many details.

Wedding accommodation cards

What to Include

The accommodation card should include the following:

• Hotel name and address
• Details of the room block, including any special rates or discounts
• Reservation instructions, including important dates and deadlines
• Contact information for the hotel, such as phone number and/or website
• Shuttle or transportation information, if applicable
• Any other relevant details, such as nearby attractions or amenities

Wording and Formatting

Keep the wording on the accommodation card clear, concise, and straightforward. 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 by [date]."

The card should be separate from other inserts, such as reply, directions, or reception cards. It should match the motif and style of the invitation suite as much as possible. If you have a wedding website, be sure to include the URL on the accommodation card for guests to refer to.

Timing

It is recommended to send out accommodation cards as early as possible, especially if you are having a destination wedding or most of your guests are travelling. Ideally, send them out shortly after you book your wedding venue and include them with your save-the-dates. This will allow your guests to make their reservations early and avoid any issues with availability.

Other Considerations

If there are multiple hotel options or additional transportation details, you may want to include a link to your wedding website for further information. Keep your website updated with any changes or deadlines regarding accommodations. Additionally, consider providing a range of accommodation options at different price points to cater to different budgets.

Well-designed and informative accommodation cards will help ensure your guests have a smooth and enjoyable experience during your wedding celebrations.

Wedding website

Home

Welcome to our wedding website! We're so glad you're here. We can't wait to celebrate our special day with you. Please read on for more information about our wedding, including travel and accommodation details.

About

Here you can include a brief description of the couple, how they met, and their journey so far. You could also add a fun fact or a favourite quote to give it a personal touch.

The Wedding Day

Provide an overview of the wedding day, including the date, time, and location. You may also want to mention the dress code and give a brief description of the ceremony and reception venues.

Travel and Accommodation

For our out-of-town guests, we have reserved a block of hotel rooms at a special rate.

Hotel Name

[Hotel address]

[Hotel contact details]

Please mention the [Bride/Couple's last name] wedding when booking to receive the discounted rate.

Rooms are available until [date].

You can also find more information about travel and accommodation options on our wedding app/via email.

RSVP

Include a link to your RSVP form or provide instructions on how guests can confirm their attendance. You may also want to include an RSVP deadline.

FAQ

Add a section with frequently asked questions to anticipate any queries your guests may have. This could include questions about dress code, transportation, gift registry, etc.

Contact

Provide an email address or contact number for any further questions or clarifications.

Feel free to browse our website for more information and updates. We look forward to celebrating with you!

RSVP cards

Names

On the RSVP card, include a blank line for guests to write their names. You can indicate this by writing an "M" at the start of the line, prompting guests to include their proper honorific (Mr., Mrs., Ms., or Miss). This guarantees that you know who is attending and helps with the correct spelling of names for the seating chart.

Accept or Decline

The primary purpose of an RSVP card is to find out who is coming to your wedding. Include an attendance line for guests to accept or decline your invitation. This could be formatted as checkboxes, circles, or fill-in-the-blank lines. For example, "Accepts with pleasure" or "Declines with regret".

RSVP Deadline

Set an RSVP deadline of around four weeks before your wedding date. This deadline should be featured prominently on the card so that guests can't miss it. It's usually the largest text on the card. For example, "Kindly reply by [insert date]" or "Please respond by [insert date]".

Number of Guests Attending

If you want to prevent your guest list from growing unexpectedly, you can include a line that says, "____ seats reserved in your honour", filling in the number of people invited. Alternatively, you can include a line that says, "___ number attending", allowing guests to confirm the number of attendees.

Meal Options and Dietary Restrictions

If you're serving a plated dinner with meal options, include space for your guests to select their entrée. This is usually done with words or icons, and guests can initial next to their choice. Also, add a line for guests to detail any dietary restrictions or food allergies.

Special Requests

You can include a special request line on your RSVP cards. This could be for song requests, drink preferences to help stock the bar, or a favourite memory of the couple.

Return Address and Postage

Include a pre-addressed and pre-stamped envelope with each RSVP card. The envelopes should have the name(s) and address of the person handling the RSVPs on the front. It is customary to include a stamp on each envelope, so your guests don't have to pay for postage.

Frequently asked questions