Rhiannon Hendricks
Sharing information about hotel blocks on wedding invites is an important part of the wedding planning process. It is a thoughtful gesture that ensures your guests have a comfortable and convenient place to stay, especially if they are travelling from out of town. While it is not mandatory to include this information on the invites themselves, it is helpful to provide it on a separate insert or on your wedding website. This paragraph can be used to introduce the topic and provide an overview of the key considerations when sharing information about hotel blocks on wedding invites:
Informing your wedding guests about hotel accommodations is an important aspect of the wedding planning process. Whether you are having a local wedding or a destination celebration, it is thoughtful to reserve a block of hotel rooms for your guests. This ensures that they have convenient and comfortable accommodations. Here, we will discuss the different ways to share this information with your guests, including on separate inserts or on your wedding website. We will also provide tips on what information to include, such as room rates, reservation deadlines, and transportation options. By providing clear and timely information, you can enhance the overall experience for your guests and make sure they have a positive and enjoyable stay during your wedding festivities.
| Characteristics | Values |
|---|---|
| What to include | Date, location, and name of the hotel, along with the deadline for booking and method of reservation (phone or website). |
| Where to include | On a separate insert or card with the wedding invitations, or on a wedding website. |
| When to include | As soon as possible, and ideally before sending out save-the-dates. |
| Wording | Clear, concise, and consistent across all communication channels. |
What You'll Learn
Include hotel block details on save-the-dates, if possible
If you're planning a destination wedding or expecting most of your guests to travel, it's a good idea to book your hotel room blocks as soon as possible. This means shortly after you've booked your wedding venue. If you have this information before sending out your save-the-dates, be sure to include it. The sooner your guests can book their rooms, the better, especially if there are other big events happening locally at the same time.
You can include the hotel block details on a separate insert to ensure it stands out. The card should match the style of your save-the-date as much as possible, and be separate from other inserts, such as reply, directions, or reception cards. It should also include a clear header, such as "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 to receive a discounted rate. Please call [hotel's phone number] to book your room.
Be sure to also include important dates or deadlines. For example:
> Be sure to book your room by [date] to receive the discounted rate.
If you don't have all the details confirmed before sending out your save-the-dates, you can still let guests know that you're working on securing a block booking and that more information will be available on your wedding website.
Here's an example of what to include:
> We're delighted to have family and friends from far and wide joining us for our wedding. We are currently working on securing a block booking at a local hotel and will share more information on our wedding website soon.
> In the meantime, we recommend booking your accommodation as soon as possible, as [wedding location] can be a popular destination at this time of year.
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Provide a separate wedding accommodation card
Providing a separate wedding accommodation card is a great way to give your guests the information they need while keeping the motif of your invitations. Here are some tips and suggestions for including hotel block information on a separate insert:
Format and Content
Keep the wording relatively short and sweet, providing all the necessary information without 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 room by [date]."
If you are offering multiple lodging options, it is helpful to include the price range for each hotel. You can also mention if there will be a shuttle service provided by the hotel to and from the wedding venue. Here is an example:
> "A block of rooms has been reserved at the [name of hotel] at a rate of $XXX per night. Please reference the [your last name] wedding when reserving your room. You can reserve by calling [phone number] or visiting their website. Please book by [date] to secure this rate."
Be sure to include important dates or deadlines, such as the last date to book to receive the discounted rate. You can also mention if there is a limited number of rooms available.
Design and Motif
The accommodation card should ideally be separate from other inserts, such as reply, directions, or reception cards. Try to match the design and motif of your wedding invitations as closely as possible. If you are including directions or multiple lodging options, you may want to use a double-sided card or a folded insert.
Additional Information
You can also refer your guests to your wedding website for more information about travel and accommodations. Be sure to keep your website updated with any changes or deadlines regarding the hotel bookings. Here is an example of what you can include on your website or a separate insert:
> "For more information about travel and accommodations, please visit our wedding website: [website address]."
By providing a separate wedding accommodation card, you can ensure that your guests have clear and concise information about the hotel block, making it a convenient and smooth experience for them.
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Refer invitees to your wedding website
If you're sending out paper invitations, it's a good idea to include a separate insert card with details of your wedding website. This can be a great way to provide more information about travel and accommodation without cluttering your invite with too much detail.
Your wedding website is a great place to keep guests updated with all the important details and prevent them from calling you with questions. Make sure to keep it updated throughout the planning process.
> For more information about travel and accommodations, please visit our wedding website: [website address]
> For the convenience of our guests, we have reserved a block of hotel rooms and wanted to pass on relevant information. If you have any questions, please do not hesitate to call either [phone number] or email us at [email address].
>
> The hotel is located at [hotel address] in the Historic Art District, just one block from our wedding venue. They offer some great amenities that we think you will appreciate, including:
> - Complimentary Internet
> - Complimentary Full Breakfast
> - Complimentary Shuttle to the wedding (so you don't have to drive)
> - On-Site Restaurant and Bar
>
> The hotel has agreed to offer a shuttle to and from the event. Shuttle departure and arrival times will be posted at the front desk upon your arrival.
>
> To take advantage of the discounted group hotel rates, please call Guest Accommodations at [phone number]. When calling to reserve your room, mention that you are attending the [surname] wedding and have your personal credit card ready to guarantee your reservation.
>
> You can alternatively go to [hotel website] to make your reservation online. The group hotel rate code is [group code].
>
> We have blocked [number] of rooms for the dates of [dates]. You can reserve rooms for both dates or either date. To ensure that you get the room type and rate, please make your plans as early as possible. These rooms are available at the group rate until the room block has been filled or until [date], after which standard rates and availability restrictions will apply.
>
> Room Types:
> - King Deluxe: A large, comfortable room with one king-sized bed. Wedding Room Block Rate: [price]
> - Deluxe Two Queen: Standard-size with two queen-sized beds. Wedding Room Block Rate: [price]
>
> Sincerely yours,
> [your names]
You can also include information about the wedding website on your save-the-date cards if you are sending them out before finalising the hotel details.
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Keep your website updated
Keeping your wedding website updated is essential to ensure your guests have all the information they need and can easily access it. Here are some tips to keep your website updated and user-friendly:
Announce Updates and Changes:
Use your website's homepage to announce any updates or changes to your wedding plans. This could be a simple message on the welcome page or an announcement banner. This will let guests know that something has changed and encourage them to check for further details.
Update Key Information:
Keep the key details of your wedding up to date, such as the date, time, and location. If these change, be sure to update them on your website, especially if the changes impact your guests' travel plans.
Share Hotel Block Information:
As part of your wedding website, include a section for travel and accommodation details. Provide information about the hotel room blocks you have reserved, including the hotel name, address, contact information, and any special rates or instructions for booking. You can also mention any important dates or deadlines, such as the cutoff date to receive a discounted rate.
FAQ Page:
Anticipate your guests' questions and create a Frequently Asked Questions (FAQ) page on your website. This can include questions about the hotel blocks, travel recommendations, dress code, wedding itinerary, and any other topics you think your guests may want to know about.
Share Your Story:
Use the "story" or "about" page of your website to share your love story and provide additional details about the wedding. This is a great place to include a letter to your guests, sharing any changes to your plans and providing all the information they need.
Regular Updates:
Remember, your wedding website is a valuable tool to communicate with your guests and keep them informed. By keeping it updated, you can ensure that your guests have a smooth and enjoyable experience leading up to your big day.
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Be clear about important dates and deadlines
When it comes to sharing important dates and deadlines about your hotel block on your wedding invites, it's crucial to be clear and concise. Here are some essential tips and examples to help you communicate this information effectively:
Be Clear and Specific:
Provide specific dates and deadlines for your guests to follow. For example, you can state, "Please book your room by [date] to secure the discounted rate." This ensures that your guests are aware of the deadline and can take advantage of the special rate.
Include Cut-off Dates:
Mention the cut-off date for the hotel block, especially if there is a limited number of rooms available. For instance, "A limited number of rooms are available at a special rate until [date]." This encourages guests to book early and avoids any confusion about availability.
Provide Deadlines for Reservations:
Clearly state the deadline for making reservations. For example, "Kindly reserve your room by [date]." This helps guests understand the latest date by which they need to confirm their accommodation.
Mention Any Special Rates or Promotions:
If you have negotiated a special rate for your guests, be sure to include this information. For example, "A block of rooms has been reserved at a discounted rate of $ [amount] per night. Please reference the [last name] wedding when booking." This lets guests know that they are getting a special deal by being a part of your wedding.
Direct Guests to Your Wedding Website:
If you have a wedding website, provide the URL and encourage guests to visit for more information. For example, "For more information and to book your room, please visit our website at [URL]" This allows guests to easily access additional details and makes it convenient for them to book their accommodations.
Example:
"For your convenience, we have reserved a block of rooms at [Hotel Name]. To take advantage of the discounted rate, please book your room by [date]. Kindly reserve your room by [date] to ensure availability. Please reference the [Last Name] wedding when making your reservation. For more information and to book, visit our website at [URL] or call the hotel directly at [phone number]."
Remember to keep the wording clear and concise, providing all the necessary information without overwhelming your guests with too many details.
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Frequently asked questions
You can include hotel block information on your save-the-dates, wedding invitations, or on a separate insert or card that matches the motif of your invitations. You can also include these details on your wedding website. Here is an example of wording for a separate insert:
> 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.
A hotel room block is a group of rooms that a hotel sets aside for an event at a pre-negotiated group rate. The rooms are then booked and paid for by the attendees. Usually, a minimum of 10 rooms and as many as 30 rooms can be blocked.
Booking a hotel room block ensures your guests have a comfortable and convenient place to stay during your wedding. It also saves them time and money and allows them to be surrounded by other guests, extending the festivities beyond the reception.
First, determine the number of rooms you'll need based on your guest list and how many people are travelling. Then, shop around for the best rates by calling different hotels in the area. Finally, be clear on the terms of your agreement, including any deadlines or cut-off dates for booking.
