Wording Accommodation Cards For Wedding Invites: A Guide

When it comes to wedding planning, it's important to ensure that your guests have all the information they need, especially if they're travelling from out of town. This is where accommodation cards come in. These cards are the perfect place to share details of any special rates you've negotiated with hotels, as well as providing essential travel and transport information. They can be included as part of your save-the-date or wedding invitation, or as a separate insert, and should be designed to match the motif of your invitations. In this paragraph, we'll explore the key considerations for wording your accommodation cards, from providing clear booking instructions to including important dates and deadlines.

How to word accommodation cards for out-of-town wedding guests

It's important to provide your out-of-town wedding guests with clear information about their accommodation options. This can be done via a separate insert or card included with the invitation, or on your wedding website, if you have one. Here are some tips on how to word the accommodation cards for your out-of-town wedding guests:

Keep it Short and Sweet

The wording should be concise, providing necessary information without too many added 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].

Include Important Dates or Deadlines

Be sure to mention any deadlines for reserving rooms at the discounted rate. For example:

> To secure the special rate, please book your room by [date].

Provide Multiple Accommodation Options

If you are offering multiple lodging options, it is helpful to give a price range for each. You can also include the web address, phone number, and physical address of each hotel. Here is an example:

> We have reserved blocks of rooms at the following hotels for [date(s)]. Please make your reservations by [date] and refer to the [your last names] wedding. [Hotel name, address, phone number, and website].

Mention Shuttle or Transportation Information

If you are providing a shuttle service or have specific transportation arrangements for guests, include this information on the accommodation card:

> A shuttle will be provided from [hotel name] one hour before the ceremony and will be available after the reception.

Direct Guests to Your Wedding Website

If you have a wedding website, include the link on the accommodation card, especially if you have a lot of information to convey. You can also use your website to provide updates and changes to accommodation details:

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

Remember to keep your wedding website updated with any changes or deadlines to ensure your guests have access to the most current information.

How to list multiple accommodation options on an invitation

When listing multiple accommodation options on a wedding invitation, it is best to provide this information on a separate insert or card, rather than on the invitation itself. This insert should match the motif of your invitations and be headed with the word "Accommodations".

The card should include the following information:

• The hotel's name and address
• The block of rooms reserved (this may include a group code or group name)
• The date by which the rooms must be reserved
• The hotel's website and/or phone number
• Transportation information, if a shuttle is provided

If you are offering multiple lodging options, it is helpful to give the price range for each hotel. The wording should be kept concise, providing all the necessary information without too many added 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 in order to receive a discounted rate. Please call [hotel's phone number] to make your reservation by [date]."

If you have a wedding website, it is a good idea to include this link on the card, along with a note such as: "For more information about travel and accommodations, please visit our wedding website: [website address]".

How to include shuttle or transportation details on an accommodation card

When it comes to wedding invitation suites, accommodation cards are a great way to provide guests with travel and logistics information. Here are some tips on how to include shuttle or transportation details on your accommodation card:

Keep it Concise

When including shuttle or transportation details on your accommodation card, try to keep the information concise and straightforward. Guests will likely appreciate clear and direct instructions that are easy to follow. You don't want to overwhelm them with too much information. Here's an example:

> Shuttle service will be provided from the ceremony to the reception venue. Shuttles will be available outside the main entrance of the ceremony venue immediately following the ceremony and will depart at 5:00 p.m. sharp.

Include Timing and Locations

Be sure to mention the timing and locations for shuttle pick-ups and drop-offs. This helps guests plan their day and ensures they don't miss the shuttle. Include the address of the pick-up location(s) and the time the shuttle will depart. For example:

> A shuttle will be provided for guests staying at the Downtown Hotel to the ceremony venue. The shuttle will depart from the hotel lobby at 3:00 p.m. sharp, arriving at the ceremony venue by 3:30 p.m.

Mention Any Return Trips

If the shuttle will be making return trips, be sure to mention this. Guests will want to know if they can rely on the shuttle to get back to their accommodation or if they need to arrange alternative transportation. Here's an example:

> The shuttle will return guests to the Downtown Hotel after the reception. It will depart from the reception venue at 10:00 p.m. and arrive at the hotel by 10:30 p.m.

Provide Contact Information

If guests have questions or concerns about the shuttle service, provide a point of contact. This could be the phone number of the shuttle company or the wedding venue. That way, guests can easily get in touch if they need further information or if there are any issues on the day.

Direct Guests to Your Wedding Website

If there are additional transportation details that won't fit on the accommodation card, direct guests to your wedding website. This is a great way to provide more comprehensive information without cluttering your accommodation card. Simply include the website URL and a brief note:

> For more information about transportation and other wedding details, please visit our website: [website address]

How to communicate important accommodation dates and deadlines

Communicating important accommodation dates and deadlines is essential to ensure your wedding guests can secure their bookings and plan their travel. Here are some instructive guidelines on how to convey this information effectively:

Timing is Key:

Provide accommodation details as early as possible. If you have the information before sending out your save-the-dates, include it there. Otherwise, include it on a separate insert with your wedding invitations. The sooner your guests receive this information, the better they can plan their stay.

Clear and Concise Wording:

Keep the wording on your accommodation cards clear, concise, and easy to understand. Here's an example:

"For your convenience, we have reserved a block of rooms at [name of hotel], located at [hotel address]. Please call the hotel at [phone number] to make your reservation. Be sure to mention the [your last names] wedding to receive a discounted rate. Please reserve your room by [date]."

Important Dates and Deadlines:

Clearly state any important dates or deadlines associated with the accommodations. For example:

"To secure your room at the discounted rate, please book by [date]."

Multiple Accommodation Options:

If you offer multiple hotel options, provide relevant details for each, such as the address, contact information, and price range. You can also mention if there is a group code or room block for each hotel. Here's an example:

"We have a block of rooms reserved at the following hotels:

• [Hotel Name 1] – [Address], [Contact Information]
• [Hotel Name 2] – [Address], [Contact Information]

Please mention the [Your Last Name] wedding when booking and reserve 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 additional information and direct links to the recommended hotels. Ensure your website is regularly updated with any changes or deadlines.

Shuttle or Transportation Information:

If you are providing a shuttle service or have specific transportation arrangements, include this information on the accommodation card. This helps guests plan their travel between the hotel and wedding venue.

By following these guidelines, you can effectively communicate important accommodation dates and deadlines to your wedding guests, ensuring they have the information they need to plan their attendance at your special day.

How to direct guests to a wedding website for accommodation information

When it comes to wedding planning, it's important to provide clear and concise information to your guests, especially those travelling from out of town. Here are some detailed tips on how to direct your guests to your wedding website for accommodation information:

Include a Separate Insert Card:

Add a separate insert card along with your wedding invitation that specifically mentions "Accommodations". This card should be distinct from other inserts like reply, directions, or reception cards. Keep the wording short and sweet, providing essential information without overwhelming your guests. Here's an example:

> For your convenience, we have reserved a block of rooms at [name of hotel] in [city]. Please mention the [your last names] wedding when booking to receive a discounted rate. Visit our wedding website for more information and to book: [website address].

Provide Website Details on the Save-the-Date:

If you're hosting a destination wedding or expecting most of your guests to travel, include your wedding website link on the save-the-date cards. This way, guests can access accommodation information early on and plan their trip accordingly. Here's an example of what to include:

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

Keep Your Website Updated:

It's important not only to direct guests to your wedding website but also to maintain it regularly. Update any changes to accommodation information, including room block deadlines, special rates, or shuttle services. This ensures that your guests have access to the most current details and reduces the number of questions you may receive.

List Multiple Lodging Options:

If you're offering multiple hotel options for your guests, provide a range of prices for each to cater to different budgets. Additionally, mention any special rates or group codes they should use when booking. Here's an example:

> Accommodations: We have secured room blocks at the following hotels for [dates]. Please make your reservations by [date] and refer to the [your last name] wedding.

Include Shuttle or Transportation Information:

If you're providing shuttle services or have specific transportation arrangements, include this information on the accommodation card or your wedding website. Guests will appreciate knowing how to get from their accommodation to the wedding venue and back.

By following these steps, you'll effectively direct your guests to your wedding website for accommodation information, making it a seamless and enjoyable experience for all.

Frequently asked questions