Wedding Invite Wording: Hotel Information Etiquette

When it comes to wedding planning, there are many details to consider, and one of them is how to communicate hotel information to your guests. The most common way to do this is by including a separate insert or card with your invitation, or by directing guests to your wedding website. Here are some tips on how to word the hotel information to ensure your guests have a comfortable experience.

When to send out hotel information

The best time to send out hotel information is between six to eight months before the wedding. This is also when you should send out your wedding invitations. For destination weddings, it is best to send out invitations three months in advance.

If you are having a destination wedding or an event where most of your guests will be travelling, it is a good idea to reserve your hotel room blocks as soon as possible, ideally right after you book your wedding venue. If you have this information before sending out your save-the-dates, include it. The sooner your guests book their rooms, the better.

If you are sending out save-the-date cards, these can be distributed up to a year in advance.

How to list a hotel on your wedding website

The wedding website is the easiest way to provide guests with hotel information. You don't need to worry about the size of an insert, and guests will have access to all the information they need. Here are some ideas for how to list hotel information on your wedding website:

Provide basic hotel information

For your convenience, we have booked a block of rooms at [hotel name]. If you have any questions, please do not hesitate to contact us at [your email address or phone number].

Include reservation details

Please reserve rooms before [date] to get a special rate. Reference the [wedding name] when contacting the hotel at [hotel contact number and website].

Describe how to make a hotel reservation

You can make a reservation by calling the hotel or using their website.

Detail the location and amenities

[Hotel name] is located at [complete hotel address]. It is [describe how to travel from the hotel to the wedding venue]. We think you will appreciate their amenities, including a complimentary wedding shuttle, breakfast, and internet. Please check the shuttle departure and arrival times at the front desk when you arrive.

Specify room type and rate

You can also include information about room types and rates, e.g. King Deluxe: a large, comfortable room with one king-sized bed. Wedding Room Block Rate: $109.00.

How to instruct your wedding guests to make hotel reservations

The easiest way to instruct your wedding guests on making hotel reservations is to include accommodation information in your invitations. If the information is too long, you can use invitation card inserts. If you are concerned about the potential increase in postage for invitation inserts, you can use a small card and direct guests to your wedding website for the remaining information.

> 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 [add URL].

> A block of rooms has been set aside at [hotel name]. These rooms can be reserved by calling [hotel number] before [date] and asking for rooms in the [name of room block]. Additional information for wedding guests is available at our wedding website at [enter URL].

> A block of rooms has been reserved at [hotel name] at a rate of [price] per night. Please reference the [wedding name] when reserving your room. You can reserve by calling [enter telephone number] or by visiting their website at [enter URL]. Please book by [add date] to secure this rate. If you need more information, please feel free to call us or visit our wedding website at [enter URL].

If you have more space, you can include the following information:

> [Hotel name and location]

> We have booked a block of rooms for your convenience. Please make reservations by [date] to get them at a special rate. Reference the [wedding name] when you call [hotel number] to make your reservation. Feel free to ask us at [your contact email for the guests] for more questions or visit [your wedding website].

If you have a wedding website, you can direct guests there for accommodation information. Here is an example of the kind of wording you could use:

> For your convenience, we have booked a block of rooms at [hotel name]. If you have more questions, contact us at [your email address or phone number].

> Please reserve the rooms before [date] to get them at a special rate. Reference [your wedding name] when you contact the hotel at [hotel contact number and website].

How to include hotel information in a wedding invitation

If you're having a destination wedding or most of your guests are travelling, it's a good idea to book your hotel room blocks as soon as possible, and include this information on your save-the-date cards. This gives guests the best chance to book their rooms early and get the best rates.

Separate accommodation card

Provide a separate wedding accommodation card to give the information the attention it deserves. The card should match the motif of your invitations and be separate from reply, direction, or reception cards. It should be headed with "Accommodations" and include the following information:

> 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 make your reservation.

You can also include important dates or deadlines, for example:

> Be sure to book your hotel room by [date] to receive the discount.

Wedding website

It's also a good idea to include hotel information on your wedding website, and then include your wedding website link on a separate insert card with your invitation. This note about your wedding website could read:

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

Make sure to keep your website updated with any changes to hotel information, deadlines, or other relevant details.

Wording ideas

> We have booked a block of rooms for your convenience. Please make reservations by [date] to get them at a special rate. Reference the [your wedding name] when you call [hotel number] to make your reservation. Feel free to email us at [your contact email for guests] if you have any questions or visit [your wedding website].

Or:

> 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 [add URL].

How to word hotel accommodation for wedding invitations

The best way to communicate hotel information to your wedding guests is through your invitation, information card, and wedding website. Here are some tips and examples to help you word your hotel accommodation details effectively and informatively.

Small card insert:

If you want to avoid overcrowding your invitation with too much information, you can include a small card insert with the hotel details. This is especially useful if you have a lot of out-of-town guests who will need accommodation. Here is an example of what you could write:

"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 [wedding website URL]."

Larger card insert:

If you have more space in your invitation suite or need to include more information, you can use a larger card insert. This is also a good option if you have booked multiple hotel room blocks. Here is an example:

"We have booked a block of rooms at [hotel name] for your convenience. Please make reservations by [date] to get them at special rates. Reference the [your wedding name] when you call [hotel phone number] to make your reservation. Feel free to contact us at [your email address] for any questions or visit our [wedding website]."

Wedding website:

Using your wedding website to provide hotel information is a straightforward option that avoids the need for large invitation inserts. Here is an example of what you could include:

"For your convenience, we have booked a block of rooms at [hotel name]. If you have any questions, please contact us at [your email address or phone number]. Please reserve the rooms before [date] to get them at a special rate. Reference [your wedding name] when you contact the hotel at [hotel phone number and website]."

Pre-booked hotel option:

If you have already booked a specific hotel for your guests, your wording can be as follows:

"We have booked [hotel name and address] for your convenience. Please call [hotel phone number] and mention [your wedding name] to book a room at a special rate until [date]."

No pre-booked accommodations option:

If you haven't booked any hotel accommodations, you can provide a list of recommended options:

"There are several hotels near our wedding venue, and we recommend booking early as they are in high demand on [wedding date]. Our suggested options are [list of convenient accommodations]. For more information, please visit our [wedding website]."

Remember to include important details such as reservation deadlines, group codes, and shuttle or transportation information, if applicable. The key is to provide clear and concise information to ensure your guests can easily understand and access the accommodations.

Frequently asked questions