Rhiannon Hendricks
When it comes to wedding planning, one of the most important considerations is guest accommodation. Whether you're hosting a destination wedding or have guests travelling from out of town, it's crucial to prioritise their comfort and convenience. While reserving a block of hotel rooms for your guests is a thoughtful gesture, it's not always feasible or necessary. If you're unsure about how to communicate accommodation options without specifying local accommodations on your wedding invitations, this guide will provide you with some helpful tips and examples to navigate this aspect of your wedding planning smoothly.
| Characteristics | Values |
|---|---|
| Tone | Warm and inviting |
| Content | Express enthusiasm for guests' presence; emphasise the importance of booking early; convey the benefits of early booking, e.g. discounted rates, wider range of options, peace of mind |
| Details | Include names and addresses of hotels; mention group codes or room blocks; specify final dates for reservations; provide shuttle or transportation information; include wedding website for additional information |
What You'll Learn
Encouraging early bookings
When it comes to wedding planning, encouraging guests to book their accommodations early is a wise move, especially for destination weddings or events where most guests are travelling. Here are four to six paragraphs with suggestions on how to word your invitations to achieve this:
Emphasise the Benefits of Booking Early:
It is important to convey to your guests that booking early guarantees not only a seamless stay but also peace of mind. Mention that securing accommodations in advance ensures a comfortable experience and spares them potential stress as the event draws near. Highlight specific advantages, such as discounted rates, a wider range of options, or proximity to the wedding venue for those who book early. This provides a tangible incentive for your guests to follow your recommendation.
Provide Clear and Concise Information:
When including accommodation details, keep the wording relatively short and sweet. Provide essential information without overwhelming your guests with too many added details. For example, you can mention that a block of rooms has been reserved at a specific hotel and provide the relevant contact information for reservations. If there is a discounted rate, be sure to mention it, along with any deadlines to receive this special rate.
Include a Separate Accommodation Card:
Consider including a separate insert or card dedicated specifically to accommodation details. This gives the information the attention it deserves and ensures it doesn't get overlooked. The card should match the motif of your invitations and be separate from other inserts, such as reply or direction cards. A simple header like "Accommodations" will clearly indicate the purpose of the insert.
Refer to Your Wedding Website:
It is highly recommended to create a wedding website where you can provide more comprehensive accommodation information. Include the website link on your invitations or accommodation inserts. Keep your website updated with any changes or deadlines regarding room reservations. This will be a go-to resource for your guests and will prevent them from having to contact you directly with questions.
Mention Any Events Affecting Availability:
If your wedding coincides with a busy season, a popular tourist destination, or a local event, be sure to mention it. For example, "Our wedding date falls during the peak season, so we recommend securing your accommodations early as availability may be limited." This creates a sense of urgency and encourages guests to book promptly. You can also mention any perks of booking early, such as a wider range of lodging options or better rates.
Sample Wording:
"We are thrilled to announce our wedding date and we sincerely hope you will be able to join us in the celebrations. As our special day falls during the busy spring season, we anticipate a high demand for accommodations. To ensure you don't miss out on securing a comfortable stay, we kindly suggest making your reservations as soon as possible. For your convenience, we have secured a block of rooms at the Grand Hotel. Please visit our wedding website for more information on booking these rooms and exploring additional options."
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Providing accommodation recommendations
If you are inviting guests who will need to travel to your wedding, it is a thoughtful gesture to provide them with accommodation recommendations. This can be done in a separate insert or card included with your invitation or save-the-date. Here are some tips and examples to help you word this information:
Keep it concise and clear:
Provide the most important information, such as the hotel name, address, contact details, and any special rates or instructions for booking. You can also mention if there is a shuttle service provided by the hotel or if there is a group code or room block. Here is an example:
> A block of rooms has been reserved at the [hotel name and address]. To secure special rates, please reference the "Smith/Jones Wedding" when making your reservation. Kindly reserve your room by [date]. Please call [hotel phone number] to make your reservation.
Include a wedding website:
If you have a wedding website, be sure to include the URL on your accommodation insert. This allows guests to easily access additional information, such as other recommended hotels, shuttle services, and maps. It also helps to keep your invitation insert concise. Here is an example:
> For more information on accommodations, directions, and maps, please visit our website: www.weddingsite.com
Encourage early booking:
It is a good idea to encourage your guests to book their accommodations early, especially if your wedding is during a busy season or in a popular destination. Here is an example of wording you can use:
> We recommend booking your accommodations as soon as possible, as rooms in the area are limited and in high demand.
List multiple options:
If there are several hotels or accommodation types nearby, you can list multiple options for your guests. Be sure to include the relevant details, such as websites or phone numbers, so guests can easily make their reservations. Here is an example:
> We suggest the following options for accommodations:
- [Hotel name], [address], [phone number]
- [Hotel name], [address], [website]
- [Hotel name], [address]
Remember to keep the wording warm and inviting, and feel free to personalise it to match your wedding style and location. Providing clear and detailed information about accommodations will help your guests feel prepared and ensure they have a comfortable stay during your wedding celebrations.
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Including accommodation inserts
If you are including accommodation inserts with your wedding invitations, it is important to keep the wording clear and concise. You want to provide your guests with all the necessary information without overwhelming them with too many details. Here are some tips and examples to help you word your accommodation inserts effectively:
Small enclosure card with hotel arrangements
If you are including a small enclosure card, focus on providing essential information about the hotel arrangements. You can mention that a limited number of rooms have been reserved at a special rate and that guests need to book by a specific date to take advantage of these rates. Here is an example:
> 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 [bride's last name]/[groom's last name] wedding. For more information, please visit our website at [wedding website URL].
Block of rooms at a specific hotel
If you have reserved a block of rooms at a specific hotel, be sure to include all the relevant details. Mention the name and address of the hotel, the reservation process, and any deadlines for booking. Here is an example:
> A block of rooms has been reserved at [hotel name] at [hotel address]. To secure your room, please call [hotel phone number] and mention the [bride's last name]/[groom's last name] wedding. The rate is [$XXX] per night. Please book by [date] to secure this rate. For more information, visit our wedding website at [wedding website URL].
Multiple hotel options
If you are recommending multiple hotel options, you can include this information on your wedding website and direct guests there. Provide a list of recommended hotels along with their contact information or website addresses. Here is an example:
> Please view our website for more information on accommodations, directions, and maps to the venue: [wedding website URL].
> [Hotel name 1]
> [Hotel name 2]
> [Hotel name 3]
Room block with shuttle information
If you are providing a shuttle service from the hotel to the wedding venue, be sure to include this information in your accommodation insert. This is especially helpful for guests so they don't need to worry about transportation. Here is an example:
> A block of rooms has been reserved under the [bride's last name]/[groom's last name] wedding at [hotel name] at [hotel address]. A shuttle will be provided from the hotel to the wedding venue. Please make your reservations by [date] by calling [hotel phone number].
No block of rooms
If you are not reserving a block of rooms, you can simply provide a list of recommended hotels or accommodations in the area. You can mention that rooms are booking up quickly and encourage guests to book early. Here is an example:
> Hotels in the area are booking up quickly. We suggest booking your accommodations at your earliest convenience. Here are some options nearby:
>
> [Hotel name 1]
> [Hotel name 2]
> [Hotel name 3]
>
> For more information and additional options, please visit our wedding website at [wedding website URL].
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Referring guests to your wedding website
A wedding website is a great way to ensure your guests have all the information they need for your big day. It's a central hub for your loved ones to refer to and can include details such as your wedding date, location, travel and accommodation.
Include the Website on a Details Card
If you're sending out physical invitations, include a separate details card with the website address. You can say something like: "For additional information, please visit our website: [URL]". This way, guests can easily refer to the website for any queries they may have.
Keep Your Website Updated
It's important to keep your wedding website updated with the latest information. This will not only help your guests access all the details they need but will also reduce the number of questions you receive from guests. Make sure to include information such as travel and accommodation, the wedding itinerary, dress code, and any other relevant details.
Provide Clear and Concise Information
When adding information to your wedding website, make sure to use clear and concise language that all guests can understand. Avoid using abbreviations, acronyms, or jargon that may confuse some guests. Be as direct and straightforward as possible, especially when it comes to important details such as accommodation and travel.
Share Lodging and Food Recommendations
If you have guests coming from out of town or are planning a destination wedding, make sure to include lodging and dining recommendations on your website. Provide details about any hotel room blocks you've reserved, along with directions, addresses, and contact information. You can also suggest other accommodation options in the area. Additionally, share some recommendations for local restaurants and attractions so guests can explore the area.
Include Social Media Guidelines
If you have preferences about social media usage during your wedding, be sure to include this information on your website. Let guests know if you're happy for them to post photos and videos during the event, or if you prefer an unplugged wedding. You can also create a wedding hashtag and encourage guests to use it when posting about your special day.
Allow Guests to RSVP via the Website
Online RSVPs are a convenient way for guests to let you know if they can attend, and it makes it easy for them to indicate any dietary restrictions or other important information. Include a clear deadline for RSVPs and provide instructions on how to respond, such as "Kindly RSVP by [date] by mail or at [URL]".
By following these tips, you can effectively refer your guests to your wedding website, providing them with all the information they need to celebrate your big day without any stress or confusion.
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Using clear and concise wording
When it comes to wedding invitations, clear and concise wording is key to ensuring your guests have all the information they need. Here are some tips and examples to help you effectively communicate local accommodation options without being too specific:
Provide a Separate Accommodations Card:
It is recommended to include accommodation details on a separate insert or card that matches the theme of your invitations. This allows you to provide necessary information without cluttering your invitation. 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."
Include Relevant Information:
Be sure to mention important dates, deadlines, or cut-off dates for reservations. For example:
> "Please book your room by [date] to take advantage of the discounted rate."
Refer to Your Wedding Website:
If you have a wedding website, include the URL on your invitation or accommodations card. This allows guests to find additional information, such as recommended accommodations and travel tips. Here is an example:
> "For more information about travel and accommodations, please visit our wedding website: [website address]"
Encourage Early Booking:
It is a good idea to encourage your guests to book their accommodations early, especially if your wedding is during a busy season or in a popular destination. Here is an example of wording you can use:
> "We kindly suggest you make your reservations early to ensure a comfortable stay. Accommodation options may be limited during this time."
Provide a List of Recommended Hotels:
If you are not blocking rooms at a specific hotel, you can provide a list of recommended hotels or accommodations near your wedding venue. Here is an example:
> "There are several hotels near the venue, including [hotel name 1], [hotel name 2], and [hotel name 3]. We recommend booking early as rooms may fill up quickly."
Keep it Concise and Warm:
When providing accommodation information, it is important to strike a balance between practicality and a friendly tone. Express your excitement for their presence and provide clear, concise details. For example:
> "We are thrilled to have you join us for our special day! As our venue is located in a popular tourist area, we suggest booking your accommodations early to avoid any inconvenience. You can find a list of recommended hotels on our wedding website: [website address]"
Remember, the key is to provide clear and concise information that will help your guests secure their accommodations without any confusion. By including relevant details and encouraging early booking, you can ensure that your guests have a smooth and enjoyable experience attending your wedding.
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Frequently asked questions
You can include a separate insert card with your invitation that provides information on local accommodation. This card can list a few recommended hotels or accommodations near the wedding venue, along with their addresses and contact details. It is also helpful to mention that guests should book early due to limited availability or high demand during the wedding season.
Here is a suggested wording for the insert card: "We have a limited number of rooms available at a special rate for our guests at [Hotel Name]. Please call [Hotel Phone Number] and mention the [Your Last Name] wedding to book your room. Rooms are available until [Date]."
Yes, you may also want to include the hotel's website address or provide a link to your wedding website, where guests can find additional information and direct links to recommended accommodations.
If you haven't booked a block of rooms at a particular hotel, you can still provide guests with accommodation suggestions. On your insert card or wedding website, you can list several recommended hotels or accommodations in the area, along with their contact information. You can also mention that rooms are booking up quickly and encourage guests to book early.
No, it is not necessary to include specific accommodation information on the invitation itself. You can provide this information on a separate insert card or refer guests to your wedding website for more details. However, if you are including a save-the-date card or sending invitations early, you may want to gently encourage guests to start booking their accommodations to secure their stay.
