Wording Guest Accommodations On Wedding Invitations: Etiquette Guide

When it comes to wedding planning, it's important to ensure that your guests have all the information they need to attend your special day. This includes details about guest accommodations, which can be included on your wedding invitations or save-the-dates. Here are some tips on how to word this information clearly and effectively.

How to word guest accommodation when you have a room block reserved

When wording your wedding invitations, it's important to be clear so that your guests know what to do and have fewer questions. This is especially important when it comes to guest accommodation, as you want to ensure that your guests are able to book their rooms without any confusion. Here are some tips and examples to help you word your guest accommodation when you have a room block reserved:

Include Accommodation Information on Your Save-the-Dates or Invitations:

If possible, include accommodation information on your save-the-dates, especially if you're hosting a destination wedding or most of your guests are travelling. This will allow your guests to book their rooms early and avoid any last-minute rush. You can also include this information on a separate insert or card with your invitations.

Provide Clear and Concise Wording:

Keep the wording relatively short and sweet, providing only the necessary information. For 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]."

Mention Any Important Dates or Deadlines:

Be sure to include any important dates or deadlines, such as the date by which guests need to book their rooms to receive the discounted rate. For example: "Please book your room by [date] to secure the special rate."

Include a Wedding Website for More Information:

Consider creating a wedding website where you can include more detailed information about accommodation and travel. You can then include the website link on your invitations or accommodation card. For example: "For more information about travel and accommodations, please visit our wedding website: [website address]."

Keep Your Website Updated:

If you're referring guests to your wedding website, be sure to keep it updated with any changes or updates to your hotel room block information. This will help your guests access the most current information and prevent them from calling you with questions.

Example Wording for 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 [your last names] wedding. For more information, please visit our website at [website URL]."

Example Wording for Larger Insert Cards:

"Rooms have been reserved for our guests at a discounted rate at [hotel name and address]. Please reference the [your last names] wedding when making your reservations. Kindly reserve your room by [date]. Please feel free to contact us at [email address] if you have any questions."

What to include when you haven't reserved a room block

When it comes to wedding planning, guest accommodation is a crucial aspect. However, if you haven't reserved a room block, there are still ways to provide your guests with helpful information. Here are some detailed instructions on what to include in your invitations or on a separate accommodations card:

Be Direct and Provide Suggestions

Provide a list of recommended hotels or accommodations near the wedding venue, along with their contact information and addresses. You can also mention that these options are suggestions, and guests are welcome to explore other options that suit their preferences and budgets. Here is an example:

"Accommodations:

• Hotel Name 1 – Address (Phone number)
• Hotel Name 2 – Address (Phone number)
• Hotel Name 3 – Address (Phone number)"

Encourage Early Booking

Even without a room block, it is beneficial to encourage your guests to book their accommodations early, especially if your wedding is in a popular destination or during a busy season. You can include a gentle nudge in your invitations or on a separate card, expressing the benefits of early booking, such as a wider range of options and better rates. Here is an example:

"We kindly suggest booking your accommodations at your earliest convenience to ensure a comfortable stay and a seamless booking experience. The area has a variety of options to choose from, and we want to ensure you have a pleasant experience."

Provide a Wedding Website

Creating a wedding website can be incredibly helpful for your guests, especially if you don't have a room block. On your website, you can include a list of recommended accommodations, along with other useful information such as rates, amenities, and distances from the wedding venue. You can then include the website link on your invitations or accommodations card. Here is an example:

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

Be Transparent

While you don't need to explicitly state that you haven't reserved a room block, being transparent can help manage your guests' expectations. You can simply state that accommodations are available in the area, and guests are responsible for booking their own rooms. Here is an example:

"There are a number of accommodation options in the area. We recommend booking early, as the town can be a popular destination during this time of year."

Offer Additional Assistance

Finally, let your guests know that you are happy to provide additional assistance if needed. Include your contact information, or that of a wedding planner, so guests can reach out with any questions or concerns regarding accommodations or other wedding-related details. Here is an example:

"If you have any questions or require further assistance, please don't hesitate to contact us at [phone number] or [email address]."

How to direct guests to your wedding website for accommodation details

When it comes to directing wedding guests to your wedding website for accommodation details, it's important to be clear and concise. Here are some suggestions on how to do this effectively:

Include Accommodation Details on Your Wedding Website:

Start by creating a dedicated section on your wedding website for accommodation. Provide a list of recommended hotels or accommodations near the wedding venue. Include the hotel names, addresses, contact information, and websites. If you have negotiated discounted rates for your guests, be sure to mention this and provide any relevant booking codes or instructions.

Communicate via a Separate Insert Card:

Consider including a separate insert card along with your wedding invitation. This card should be dedicated to providing accommodation details and directing guests to your wedding website for more information. Keep the wording short and sweet, providing essential information such as the reserved room block details and the deadline to book. You can also mention the wedding website link for additional accommodation options and travel information.

Early Communication is Key:

If possible, include accommodation details on your "save-the-date" cards or send this information shortly after. This is especially important if you are hosting a destination wedding or expecting a large number of out-of-town guests. The sooner your guests receive this information, the better they can plan their travel arrangements.

Provide Clear and Concise Wording:

When wording your accommodation insert card or website, avoid cluttering it with too much information. Focus on providing the most critical details, such as the hotel name, reservation instructions, and any applicable codes or deadlines. You can then direct guests to your wedding website for additional information, maps, and travel tips.

Keep Your Website Updated:

It's essential to maintain your wedding website regularly. If there are any updates or changes to accommodation details, be sure to reflect them on the website. This includes information about room blocks, deadlines, shuttle services, or any other relevant travel arrangements. A well-maintained website will reduce the number of individual guest inquiries you receive.

Example Wording:

"For your convenience, we have reserved a block of rooms at [Hotel Name] located at [Hotel Address]. To secure your reservation, please call [Hotel Phone Number] and mention the [Your Names] wedding. A special rate of [Dollar Amount] per night is available until [Reservation Deadline]. For more information and alternative accommodation options, please visit our wedding website: [Website URL]."

How to include shuttle or transport information

When it comes to including shuttle or transport information in your wedding invitations, here are some instructive and focused tips to ensure your guests have clear and detailed instructions:

Insert Cards:

Provide a separate insert card dedicated specifically to transportation details. This card should match the design motif of your invitations. Here is an example of concise wording:

> "Transportation: A coach has been arranged to transport wedding guests from [Hotel Name] to the venue. The coach will depart at [Time] and will also be available for guests at the end of the night."

If you are not providing transport, you can include the following:

> "The venue is easily reached from nearby hotels. For those wishing to book a taxi, we recommend reserving ahead by calling [Taxi Company Name] on [Phone Number] or [Alternative Taxi Company Name] on [Phone Number]."

Shuttle Information:

If you are providing a shuttle service, be sure to include all the relevant details. Here is an example:

> "A shuttle will be provided from [Hotel Name] one hour prior to the ceremony and will be available after the reception to return guests to the hotel."

Wedding Website:

If you have a wedding website, you can include shuttle or transport information there and direct your guests to it. This is especially useful if you have a lot of information to convey or want to provide direct links. Here is an example:

> "For more information about transportation and shuttle services, please visit our wedding website: [Website Address]"

Timing and Location:

Be sure to include clear timing and location details for any transportation you are arranging. For example:

> "Shuttle departure and arrival times will be posted at the hotel front desk upon your arrival."

> "The shuttle will depart the hotel at [Time] and pick up guests from the venue at the end of the night."

Pre-Wedding Gatherings:

If you are hosting a pre-wedding gathering, be sure to include transportation details for that as well:

> "Shuttle service will be provided to and from the pre-wedding gathering venue. The shuttle will depart from [Location] at [Time]."

Remember to keep the wording concise and clear, providing all the necessary information without overwhelming your guests with too many details.

How to word accommodation details for a destination wedding

If you're planning a destination wedding, it's important to provide clear and detailed accommodation information to your guests. Here are some guidelines on how to word the accommodation details for your invitations:

Include Accommodation Details on Save-the-Dates or Invitations:

If possible, include accommodation information on your save-the-dates or wedding invitations. This is especially important for a destination wedding where most guests will be travelling. Provide a separate insert or card dedicated to accommodation details, matching the motif of your invitations. 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 stay. Be sure to book by [date] to secure this rate.

Provide Practical Information:

Include all the necessary details such as the hotel's name, address, phone number, and any special rates or instructions. Mention if there is a group code or room block, and the deadline for reservations. For example:

> A block of rooms has been reserved at the Hilton West, 3180 West Market Street, Akron, OH. Please reference the Smith/Franklin wedding to receive a discounted rate. Kindly reserve your room by July 1.

Include Transportation or Shuttle Information:

If you are providing transportation or a shuttle service to and from the wedding venue, be sure to mention it in the accommodation details. This is helpful for your guests and can encourage them to book their stay at the suggested hotel. Here is an example:

> A shuttle will be provided from The Drake one hour before the ceremony and will be available after the reception.

Provide Alternative Accommodation Options:

If you have guests with varying budgets or preferences, it's helpful to provide a few alternative accommodation options. You can include this information on your wedding website or a separate insert card. For instance:

> For alternative accommodation options, please visit our wedding website at www.weddingwebsite.com. There, you will find a list of recommended hotels and additional information about the area.

Keep Your Website Updated:

If you have a wedding website, ensure it is regularly updated with accommodation details, deadlines, and any changes. This will be a go-to resource for your guests, so it should be informative and current.

Remember, clear and concise wording is essential to ensure your guests have all the information they need to make their travel arrangements.

Frequently asked questions