Guide To Wording Wedding Invitations For Accommodations

Wedding planning can be a daunting task, especially when it comes to figuring out the intricate details of wedding stationery. One important component of wedding invitations is the accommodation card, which provides guests with information about lodging and transportation. This is especially useful if you have a lot of guests travelling from out of town or if your reception is at a hotel or resort where guests will be staying. This article will provide suggestions and examples for how to word accommodation cards to ensure your guests have all the information they need.

How to word accommodation cards

Accommodation cards are sometimes referred to as hotel cards. They inform your guests about lodging and accommodation information and are usually included in your wedding invitation envelope.

Keep it Short and Sweet

Provide only the necessary information without adding too many 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].

Include Important Dates or Deadlines

Clearly mention any important dates or deadlines for booking:

> A block of rooms has been reserved for our guests at a discounted rate. Please reference the [Your Name] Wedding when making your reservations. Kindly reserve your room by [date].

Provide Alternative Accommodation Options

If you have a wedding website, you can direct guests there for more information:

> For alternative accommodation options, please visit our wedding website at [website address].

Include Shuttle or Transportation Information

If you are providing a shuttle service, be sure to mention it:

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

List Multiple Hotels or Accommodations

If you have reserved blocks of rooms at multiple hotels, provide the details for each:

> Please view our website for more information on accommodations: [website address]

[Hotel 1]

[Hotel 2]

[Hotel 3]

Use a Separate Insert Card

Consider including the accommodation information on a separate insert card that matches the motif of your invitations. This will give the information the attention it deserves and avoid cluttering your invitation card.

When to include accommodation details

If you are having a destination wedding or a wedding where most of your guests are travelling, it is a good idea to include accommodation details on your save-the-date cards, if possible. The sooner your guests can book their rooms, the better.

If you don't include accommodation details on your save-the-date cards, you can include them on the actual wedding invitations. It is recommended to include these details on a separate insert to give it the attention it deserves. The insert should match the motif of your invitations and be separate from reply, directions, or reception cards.

If you have a wedding website, you can include the accommodation details there and then include your wedding website link on a separate insert card along with your wedding invitation. It is important to keep your website updated so that your guests can access all the information they need.

If you are sending out save-the-date cards, it is a good idea to include the accommodation details on them. This will give your guests plenty of time to make their reservations. If you are not sending out save-the-date cards, you can include the accommodation details on the wedding invitations or on a separate insert 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 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, such as the date by which guests need to book their rooms to receive the discount.

What to include on accommodation cards

Accommodation cards are sometimes referred to as hotel cards. They inform your guests about lodging and accommodation details and are usually included in the wedding invitation envelope. Here is what you should include on your accommodation card:

Hotel Information

Provide the name, address, and contact details of the hotel(s) where you have reserved room blocks for your guests. You may also include the hotel's website.

Room Block Information

Mention that a block of rooms has been reserved and provide any relevant details, such as the group code or group name that guests need to reference when booking.

Reservation Deadline

Inform guests of the date by which they need to reserve their rooms to receive the discounted rate.

Transportation Information

If you are providing a shuttle service or other transportation arrangements, be sure to include this information on the accommodation card.

Wedding Website

Include your wedding website URL on the accommodation card so that guests can find additional information, such as updates or changes to the accommodation arrangements.

"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] or visit [hotel's website] to make your reservation. Be sure to book your room by [date] to secure this rate."

How to refer to wedding websites

When it comes to wedding invitations, clear wording is essential to ensure your guests have all the information they need and to reduce the number of questions they may have. Here are some tips and examples for referring to your wedding website on your invitations:

Keep it Concise and Clear

It's important to provide practical and concise information about your wedding website. You can include a separate insert card with your invitation that matches the motif of your invitations. This card can include a short message such as:

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

Provide Essential Details

On your wedding website, make sure to include all the essential details your guests need to know. This includes information about the wedding venue, recommended accommodation options, and travel or transportation arrangements. For example:

> "A block of rooms has been reserved at the [hotel name and address]. Please reference the [bride/groom's last name] wedding when booking. Kindly reserve your room by [date]."

> "Transport is provided: A coach has been arranged to transport wedding guests from [hotel name] to the wedding venue. The coach will depart the hotel at [time] and pick up guests at the end of the night."

Encourage Early Accommodation Bookings

If you're encouraging guests to book their accommodations early, especially for destination weddings or limited accommodation options, you can include a gentle message on your save-the-date cards. Here's an example:

> "We're thrilled to announce our wedding date, and we'd be delighted to have you join us. As our special day falls during the busy season, we suggest booking your accommodations early. We've secured a block of rooms at the [hotel name], which is near the venue. Please visit our wedding website for more information: [website address]."

Include a Call to Action

You can also include a gentle call to action to encourage guests to take the next step after visiting your wedding website. For example, you might want to prompt them to book their accommodations or RSVP by a certain date. Here's an example:

> "We kindly request that you make your reservation by [date] to ensure your comfort and convenience. We look forward to celebrating with you!"

Keep Your Website Updated

Remember to keep your wedding website updated with any changes or additions to the information. This will help your guests access the most current details and reduce the number of questions you may receive.

How to keep your website updated

Create a Content Calendar

It's important to keep your website content fresh and up-to-date. Create a content calendar to schedule and plan new content. This can be as simple as setting reminders in your Google Calendar or using a WordPress plugin like Editorial Calendar.

Update Older Content

As you add new content, don't forget about your older posts. Link to them from your new posts to increase their visibility and keep them relevant. Update them with new insights or changes to ensure they remain accurate and reliable. Start with your cornerstone content, the best-performing and most relevant articles, and aim to update them every 6 to 12 months.

Repurpose Older Content

If you have an old post that's gained traction or is relevant again, consider repurposing it. You can turn it into an infographic, slide deck, or video to share on social media or YouTube. Alternatively, combine multiple short posts into one comprehensive new post or create an eBook for your visitors to download.

Optimize for Keywords

Check your Google Search Console data to see which keywords are driving traffic to your site. Update your posts to include these keywords naturally, and use them as inspiration for new content topics.

Refresh Your Web Design

Update the look of your site with a new theme to keep it fresh and modern, especially if it doesn't display well on mobile devices. Ensure your website is mobile-friendly, as over half of web traffic comes from mobile devices.

Upgrade Your Website Functionality

Stay on top of SEO best practices and regularly test your website's performance using tools like Google's Test My Site and Page Speed Insights. Implement rich snippets using tools like All In One Schema.org Rich Snippets to improve your search results.

Regular Maintenance

Schedule regular intervals to check and update your website. Remove outdated social media icons, fix broken links, and update business hours, menus, and event calendars. Update old images and reviews, and ensure your plugins are working properly.

Announce Major Changes

If you're making significant changes to your website, such as changing themes or logos, announce them in advance to prepare your customers and generate excitement.

By following these steps, you can keep your website updated, engaging, and user-friendly, providing a positive experience for your visitors and improving your search engine rankings.

How to Word Accommodations on Wedding Invitations

When providing wedding accommodation information to your guests, it's important to be clear and concise. Here are some suggestions for wording:

Small Insert Cards:

"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]. For more information, please visit our website at [URL]."

Larger Insert Cards:

"A block of rooms has been reserved at [hotel name] at a rate of *$XXX* per night. Please reference the *Last name/Last name* wedding when reserving your room. You can reserve by calling [phone number] or visiting [booking URL]. Please book by [date] to secure this rate. For more information, visit our website at [URL]."

Wedding Website:

"For the convenience of our guests, we have reserved a block of hotel rooms. If you have any questions, please call us at [phone number]. There is a large event in the city on the same weekend, so rooms will sell fast. Please reserve by [date] at [hotel name and address]. They offer amenities including complimentary internet, breakfast, and a shuttle to and from the wedding."

Be sure to include important details such as reservation deadlines, group codes, and any perks or amenities provided by the hotel. You can also refer guests to your wedding website for more information and updates.

Frequently asked questions