Guide To Wording Wedding Invitation Accommodation Details Perfectly

When it comes to wedding planning, one of the most important considerations is guest accommodation. Clearly communicating accommodation options ensures that guests can easily book their stay and enhances their overall experience. This is especially crucial for destination weddings or weddings with many out-of-town guests. In this paragraph, we will explore how to effectively word accommodation details in a wedding invitation, providing examples for different scenarios.

Encouraging early bookings

Warmly Invite Their Presence

Begin your invitation with a warm and enthusiastic tone, expressing your joy and honour at having them celebrate with you. This sets the right tone and makes your request more inviting. For example:

• "We're thrilled to announce our wedding date, and we'd be overjoyed to have you join us in celebration."
• "We're excited to invite you to share in the joy of our wedding day! Our hearts are set on Fraser Island for this momentous occasion, and we can't wait to celebrate with you."

Emphasise the Benefits of Early Booking

After expressing your excitement, transition to explaining the advantages of booking their accommodations early. Emphasise the practical benefits, such as guaranteeing a seamless stay and peace of mind. For instance:

• "We expect accommodation options to be in high demand during our special day, so we kindly suggest making your reservations early to ensure a comfortable stay."
• "Since our wedding date coincides with the bustling peak season, we recommend securing your accommodations early as availability can be limited."
• "Most hotels in the area open their bookings a year in advance. To secure the best rates and locations, we suggest reserving your stay as soon as possible."

Provide Specific Incentives

Highlight a specific benefit of early booking, such as discounted rates, a wider range of options, or proximity to the wedding venue. This provides a tangible advantage for your guests, making them more likely to follow your recommendation. For example:

• "For your convenience, we've secured a block of rooms at the Grand Hyatt, which is close to our venue. Please visit our wedding website for booking details and additional options."
• "To assist you, we've compiled a list of recommended hotels and lodges on our website. Booking well in advance ensures you'll secure the perfect place to stay, allowing you to fully enjoy the festivities."
• "For your convenience, a select number of rooms at a lodge near our venue have been allocated for our guests. Details on reserving these rooms can be found on our wedding website."

Include Crucial Booking Information

Provide clear and concise information on how and when to book. If you have a wedding website, include the URL and direct them to the relevant section for accommodation details. Here are some examples:

• "Please visit our wedding website for more information on booking these rooms and additional accommodation options."
• "Booking details can be found on our wedding website, where you can explore a list of recommended hotels and lodges."
• "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. The hotel's phone number is [number]."

Create a Sense of Scarcity

You can gently nudge your guests towards early booking by mentioning the limited availability of accommodations. This creates a sense of urgency without being too pushy. For instance:

• "We expect accommodation options to be in high demand."
• "Since our wedding falls during peak season, availability can be limited."
• "Accommodations nearby are guaranteed to fill up quickly."

Remember, it's essential to strike a balance between a warm invitation and practical advice while showcasing the value of booking accommodations ahead of time. You can personalise these examples to match the tone and style of your wedding.

Providing accommodation details

Include it on the Save-the-Dates:

If you're hosting a destination wedding or expecting a large number of out-of-town guests, it's a good idea to include accommodation details on your save-the-date cards. This gives your guests ample time to plan and book their stay. Here's an example:

"Mark your calendars! 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 making your reservations early. For your convenience, we've secured a block of rooms at the Grand Hyatt, located close to our venue. Please visit our wedding website for booking details and additional accommodation options."

Provide a Separate Accommodation Card:

Consider including a separate insert card dedicated to accommodation details. This card should match the design motif of your invitations. Here's an example of concise wording:

"For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. Please mention the [your last names] wedding when calling to make your reservation to receive a discounted rate. Call [hotel's phone number] to book your stay."

Refer to Your Wedding Website:

Including a wedding website link on your invitations is a great way to provide more detailed information about travel and accommodation. Make sure to keep your website updated with any changes or deadlines. Here's an example of what to include:

"For more information about travel and accommodations, please visit our wedding website: [website address]. Here, you'll find details on recommended hotels, room blocks, and any transportation arrangements."

Important Details to Include:

When providing accommodation information, there are a few key details you should communicate clearly:

• Hotel name and address: Provide the full name and address of the hotel(s) you are recommending or blocking rooms for.
• Reservation instructions: Inform guests of any special instructions for making reservations, such as mentioning your wedding or using a group code.
• Reservation deadline: If there is a deadline to secure rooms at a discounted rate or before the block is released, be sure to include this date.
• Transportation arrangements: If you're providing a shuttle service or transportation to and from the wedding venue, include this information.
• Contact information: Provide your guests with a point of contact for any questions or concerns regarding accommodation.

Sample Wording for Small Insert Cards:

If you're including a small insert card with your invitations, keep the wording concise and direct. Here's an example:

"For your comfort, we have arranged the following hotel options. A limited number of rooms are available at a special rate. Please mention the Smith/Franklin wedding when booking. More information can be found on our website: [Add URL]."

Sample Wording for Larger Insert Cards:

If you have more space on your insert cards, you can include additional details and design elements. Here's an example:

"A block of rooms has been reserved at Hotel Name for our guests at a discounted rate. Please reference the Smith/Johnson wedding when reserving your room by calling [hotel's phone number]. Rooms must be reserved by [date]. For any questions, please feel free to contact us at [email address]."

Including a wedding website link

When it comes to wedding invitations, clear wording is essential to ensure your guests have all the information they need and can plan accordingly. Here are some instructive and focused paragraphs on how to include a wedding website link when wording accommodation details on your wedding invitations:

"For more information about travel and accommodations, please visit our wedding website: [website address]. Here, you'll find details on reserved room blocks, hotel recommendations, and any relevant booking deadlines."

Providing Accommodation Details:

If you have reserved room blocks at specific hotels, it's important to communicate this clearly to your guests. Here's a sample paragraph for your invitations:

"For your convenience, we have reserved a block of rooms at the [Hotel Name] at a special rate. Please reference the [Your Last Name/Partner's Last Name] wedding when reserving your room. You can book by calling [Hotel Telephone Number] or visiting their website. Be sure to reserve by [Date] to secure this rate. For more accommodation options and travel tips, please visit our wedding website: [website address]."

Encouraging Early Bookings:

If you're hosting your wedding at a popular destination or during a busy season, it's a good idea to encourage your guests to book their accommodations early. Here's how you can word it:

"We are thrilled to be celebrating our special day in [Location], and we hope you'll be able to join us. As our wedding falls during the peak season, we kindly suggest booking your accommodations early to avoid disappointment. Please visit our wedding website for a list of recommended hotels and other useful information: [website address]."

Alternative Accommodation Options:

If you haven't blocked rooms at a specific hotel but want to provide guests with accommodation suggestions, you can include the following:

"There are several wonderful hotels near our wedding venue, and we recommend booking early. For a list of recommended hotels and alternative accommodation options, please visit our wedding website: [website address]. We will also be updating the website with any new information, so be sure to check back occasionally."

Group Accommodation Arrangements:

In some cases, you may be organising group accommodation for your guests. In this scenario, you can include a paragraph like this:

"We are delighted that you will be celebrating this special day with us. As part of our arrangements, we have organised accommodations for our guests. To secure your spot, please make a payment of [Total Cost] by [Payment Deadline]. This covers your stay for the specified dates. Your booking is only confirmed upon receipt of your payment. We look forward to ensuring a comfortable and enjoyable experience for all our guests. For more details on our accommodation arrangements, please visit our wedding website: [website address]."

Referring to a wedding accommodation card

A wedding accommodation card is a thoughtful touch, especially if you have many guests travelling from out of town. It is a good idea to book your hotel room blocks as soon as possible after booking your wedding venue, and to include this information on your save-the-date cards. This gives your guests ample time to plan and book their stay.

The accommodation card should ideally be separate from other inserts, such as the reply, directions, or reception cards. It should also match the motif of your invitations as much as possible.

• A short and sweet message providing necessary information without overwhelming your guests with details.
• Information about the hotel room block, including the hotel name, address, phone number, and any special rates or group codes.
• Instructions for how to book, including any deadlines or cut-off dates for reserving rooms.
• A mention of any shuttle or transportation services provided.
• A link to your wedding website for additional information and direct links to the hotels.

"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]. Visit our website at [URL] for more information."

Remember to keep your wedding website updated with any changes or updates to the accommodation information. This will help your guests access the information they need and reduce the number of questions you receive.

Adding transport information

Transport information is an important detail to include in your wedding invitation, especially if you have a lot of guests travelling from out of town or if your wedding venue is not easily accessible. Here are some tips and examples to help you word the transport information on your wedding invitation:

Pre-Wedding Transportation

If you are organising transportation for guests to get to the wedding venue, be sure to include this information on your wedding invitation or on a separate insert card. Here is an example:

"A shuttle will be provided from the hotel to the ceremony venue one hour prior to the ceremony and will be available after the reception."

Accommodations and Transportation

If you have a wedding website, you can include the URL on a separate insert card and mention that guests can find transportation information on the website. This is helpful if you have multiple events at different locations and want to provide guests with clear directions. Here is an example:

"For more information on accommodations, directions, and maps to the venue, please visit our website: www.ourwedding.com"

Shuttle Service

If you are providing a shuttle service for guests between the ceremony and reception venues, be sure to include this information on your wedding invitation or on a separate insert card. Here is an example:

"A shuttle will be provided between the ceremony and reception venues for your convenience."

Parking Information

If there is limited parking available at the wedding venue, be sure to include this information on your wedding invitation or on a separate insert card. You can also provide alternative parking options or transportation suggestions. Here is an example:

"Parking is limited at the venue, so please carpool or use ride-sharing services if possible. Additional parking is available at the nearby public parking garage."

Post-Reception Transportation

If you are providing transportation for guests after the reception, such as a shuttle back to the hotel, be sure to include this information on your wedding invitation or on a separate insert card. Here is an example:

"A shuttle will be available at the end of the reception to take guests back to the hotel."

Remember to include clear and concise information about transportation in your wedding invitation or on separate insert cards. This will help your guests feel prepared and ensure that they can arrive at your wedding venue safely and on time.

Frequently asked questions