Wedding Invites: Hotel Details For Guests

Sharing hotel information with wedding guests is crucial, especially for those travelling from out of town. There are several ways to do this, including via save-the-date cards, separate accommodation cards, or on your wedding website.

If you're providing guests with a block of hotel rooms, it's important to communicate this information clearly and concisely, including the reservation deadline and any discounts. This can be done via a separate insert or card that matches the motif of your invitations.

You can also direct guests to your wedding website, where they can find accommodation and travel information. It's important to keep your website updated with any changes or deadlines to ensure guests have access to the most current information.

Here's an example of what to include on your accommodation card:

> 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].

Include hotel info on save-the-dates

If you're having a destination wedding or most of your guests are travelling, it's a good idea to include hotel information on your save-the-date cards. This is especially thoughtful for out-of-town guests. The sooner they can book their rooms, the better, especially if there are other big events happening in the same city that weekend.

You can include hotel information on your save-the-date cards in a few different ways. One option is to provide a separate wedding accommodation card. This card should match the motif of your invitations and be separate from reply, direction, or reception cards. It should also 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.

Another option is to include a small card with your save-the-date cards that directs guests to your wedding website, where they can find hotel information. This card could say something like:

> For more information about what to do, where to stay, and where to go, visit our wedding website.

If you choose to include hotel information on your save-the-date cards, be sure to keep the wording straightforward and concise. You don't want to overwhelm your guests with too much information.

Provide a separate wedding accommodation card

If you're inviting many out-of-town guests to your wedding, it's a thoughtful gesture to reserve a block of hotel rooms for them. This can be done by booking a hotel room block shortly after you've booked your wedding venue. This ensures your guests get the best prices.

Once you have the details, it's important to communicate them to your guests properly. One way to do this is by providing a separate wedding accommodation card along with your invitations or save-the-dates. This card should ideally be separate from reply, direction, or reception cards, with a header such as "Accommodations".

The card should include the name and address of the hotel, the name or group code of the room block, and the date to reserve by. You may also include the hotel's phone number and information about any shuttle services provided. Here's 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 book your room by [date]."

If there are multiple hotels or other accommodation options, you can direct guests to your wedding website for more information. This website should be updated regularly and include all the relevant details and any upcoming deadlines.

It's best to keep the wording on the accommodation card relatively short and straightforward, providing all the necessary information without too much clutter. This helps ensure your guests can find and book their accommodation easily, contributing to a positive overall experience.

Keep the card wording concise

When it comes to sharing hotel information with wedding invitations, it's important to keep the wording concise and clear. Here are some tips and examples to help you convey the necessary details effectively:

Keep it Short and Sweet

Provide only the essential information on a separate insert or accommodation card that matches the style of your invitation. This card should be distinct from the reply, directions, or reception cards. Here's 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.

Important Dates and Deadlines

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

> To receive the discounted rate, please book your room by [date].

Refer to Your Wedding Website

Include your wedding website link on the accommodation card or a separate insert. This allows guests to find more information about travel and accommodations. Here's an example of the wording:

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

Keep Your Website Updated

It's important to maintain your wedding website with any updates or changes to hotel information, including deadlines. This will enable your guests to access the details easily and reduce the number of inquiries you receive.

Sample Wording for Small Inserts

For small enclosure cards, provide crucial information without overwhelming your guests. You can also direct them to your wedding website for further details. Here's 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 [add URL].

Sample Wording for Larger Inserts

If you have more space, you can include additional details such as the hotel address, amenities, or a personal message. Here's an example:

> A block of rooms has been reserved at [Hotel Name]. To secure the group rate, please make your reservations by [date]. Reservation Number: [telephone number]. Please use the special rate code: [group code].

Include RSVP and postage details

When it comes to RSVPs, it's important to give your guests a deadline. This will help you and your vendors finalise the last-minute details, such as how much food is needed and how many place settings to prepare. The deadline should be around two to four weeks before the wedding date. You can also include a line for guests to write their names, and another for them to indicate whether they are accepting or declining the invitation. If you're serving dinner, you might want to ask about dietary requirements.

There are a few ways to make it easy for guests to respond. You could include a phone number or email address, or use an online RSVP service through a wedding planning website. If you're providing RSVP cards and envelopes, remember to include stamps—it's considered good etiquette.

• "Kindly reply by [insert date]"
• "Please respond by [insert date]"
• "Accepts with pleasure"
• "Declines with regret"
• "Yasss, let's party!"
• "Will toast to you two from afar"

As for postage, it's worth thinking about this when ordering your invitations. Square and pocket invitations can cost extra to mail, so a rectangular invitation is a safe bet. It's also a good idea to buy your stamps early, before prices increase.

Add a map insert or directions card

When it comes to sharing hotel information with wedding invitations, one option is to include a map insert or directions card. This can be a separate card included with the invitation or save-the-date, or it can be included as part of a wedding accommodation card. Here are some tips and ideas for creating a map insert or directions card:

• Customise your map: You can create a personalised map that matches your wedding theme and colours. Consider adding illustrations, watercolours, or a custom sketch of the wedding venue and its surroundings. This can be a fun and creative way to provide directions to your guests.
• Digital or printable options: Depending on your preference, you can choose to provide a digital map that guests can access online or include a printable map insert with your invitations. Digital maps can be interactive and allow guests to easily navigate to the wedding venue. Printable maps can be inserted into the invitation suite or included as a separate card.
• Include important details: Ensure that your map or directions card includes clear and concise information. Provide the address, contact information, and website of the hotel or venue. You can also add average nightly rates, important dates or deadlines, and any relevant confirmation numbers.
• Match your wedding motif: Try to maintain a consistent look and feel throughout your wedding stationery. Use similar colours, fonts, and design elements across your invitations, RSVP cards, and map inserts. This creates a cohesive and elegant suite of wedding stationery.
• Consider additional details: You can enhance your map insert by adding custom illustrations or directions from different parts of the city. Some couples choose to include a QR code or Google Maps link for digital directions. You can also provide directions to other relevant locations, such as the reception venue or nearby attractions.
• Size and format: Depending on the size and format of your wedding invitation suite, you can choose to include a small map insert or a separate directions card. Consider the amount of information you need to convey and select a size that accommodates all the necessary details.

By including a map insert or directions card with your wedding invitations, you can provide clear guidance to your guests and ensure they have the information they need to reach your celebration without any hassle.

Frequently asked questions