Guide To Crafting Hotel Accommodation Details For Wedding Invites

When it comes to wedding planning, one crucial aspect is wedding accommodation. It is important to prioritize the needs of your guests, especially if you are hosting a destination wedding or have guests travelling from out of town. Booking a block of hotel rooms for your guests is a thoughtful gesture that ensures their comfort and convenience. This process can be daunting, but with proper planning and clear communication, you can ensure a positive experience for your guests. This paragraph will discuss how to effectively write hotel accommodations on your wedding invitations, taking into account various factors and providing examples of concise and inviting wording suggestions.

How to communicate hotel accommodation information clearly

Clearly communicating hotel accommodation information to your wedding guests is essential to ensuring they have a positive experience and know exactly how to book their stay. Here are some detailed and direct instructions on how to convey this information effectively:

Include it on the Save-the-Dates:

If you're planning a destination wedding or expecting most of your guests to travel, it's advisable to book your hotel room blocks as soon as possible after securing your wedding venue. If you have this information before sending out your save-the-dates, be sure to include it. The earlier your guests book their rooms, the better, especially if there are other events happening in the same city during your wedding weekend.

Provide a Separate Wedding Accommodation Card:

Consider including a separate insert for accommodation details within your invitation suite or save-the-date cards. This insert should match the motif of your invitations and be distinct from other inserts, such as reply, directions, or reception cards. Head this insert with "Accommodations" and provide concise and clear 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 [bride's last name] and [groom's last name] wedding to receive a discounted rate. Please call [hotel's phone number] to book your room."

Be sure to include any important dates or deadlines, such as the latest date to book to receive the discount.

Refer to Your Wedding Website:

Creating a wedding website is an excellent way to centralise all accommodation and travel-related information for your guests. Include the website link on a separate insert or card within your invitation suite. This approach allows you to provide more detailed information and make updates easily. Here's an example of what to include on your website:

> "For the convenience of our guests, we have reserved a block of hotel rooms and wanted to pass on relevant information. If you have any questions, please don't hesitate to contact us at [phone number].

> Due to a large city-wide event taking place the same weekend as our wedding, hotel rooms will sell out fast. Please reserve your room before [date] at the following hotel:

> [Hotel name], [address], [website], [phone number]

> The hotel is located just one block from our wedding venue and offers complimentary internet, breakfast, and a shuttle service to and from the wedding."

Keep Your Website Updated:

Maintaining and updating your wedding website is crucial. Ensure that any changes or updates to hotel room block information, including deadlines, are promptly reflected on the website. This will help your guests access the most current information and reduce the number of questions you receive directly.

Sample Wording for Small Inserts:

For small invitation card inserts, avoid cluttering them with too much information. Provide the most essential details and direct guests to your wedding website for further information. Here's 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 our wedding. These rates are available until [date] by mentioning the [bride's last name] and [groom's last name] wedding. For more information and to book, please visit our website: [website URL]."

Sample Wording for Larger Inserts:

If you have more space to work with on larger inserts, you can include additional design elements and font variations. Here's an example:

> "We have reserved a block of rooms at [hotel name] at a discounted rate for our guests. To secure this rate, please make your reservations by [date]. Please reference the [bride's last name] / [groom's last name] wedding when booking. You can call the hotel at [phone number] or visit their website at [website URL] to make your reservation."

Remember to include any relevant dates or deadlines for booking to ensure your guests don't miss out on the discounted rate.

When to include hotel accommodation details in your invites

The timing of including hotel accommodation details is crucial to ensure your guests can secure comfortable lodging options for your wedding. Here are some instructive guidelines on when to incorporate these details in your wedding invitations:

Save-the-Dates:

If you are planning a destination wedding or anticipate that most of your guests will be travelling, it is considerate to reserve hotel room blocks shortly after booking your wedding venue. By doing so, you can include this information on your save-the-date cards, allowing your guests to make arrangements well in advance. This is especially important if there are concurrent events in your wedding city that could impact accommodation availability. The earlier your guests book, the better to ensure convenient options.

Wedding Invitations or Separate Accommodation Cards:

When sending out your wedding invitations, consider including a separate insert or card dedicated solely to accommodation details. This dedicated card ensures the information stands out and is not overlooked. The card should maintain the same motif as your invitations and be distinct from other inserts, such as reply, directions, or reception cards. Keep the wording concise, providing essential booking information, including any relevant dates or deadlines.

For instance:

> "For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. Please mention the [your last names] wedding when reserving to receive a discounted rate. Kindly reserve your room by [date]. To make your reservation, please call [hotel's phone number]."

Wedding Website:

In today's digital age, it is also beneficial to include a wedding website on your save-the-date cards or invitations, where guests can find accommodation details and other relevant information. Ensure your website is updated regularly with any changes or updates to room block information, deadlines, or other pertinent details. This approach reduces the likelihood of guests calling you with questions and empowers them to access information at their convenience.

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

By following these guidelines, you can effectively communicate hotel accommodation details to your wedding guests, ensuring they have a positive experience and a comfortable stay.

How to encourage early accommodation bookings

Encouraging your wedding guests to book their accommodation early is a thoughtful gesture, especially for those travelling from out of town. Here are some tips to ensure your guests have a comfortable and enjoyable stay:

Communicate Clearly

Provide clear and concise information about the accommodation options. Include this on a separate insert within your save-the-date cards or wedding invitations. This insert should match the motif of your invitations and include a header such as "Accommodations". Provide the necessary details, such as the hotel name, address, contact information, and any instructions for receiving a discounted rate. 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 [bride's and groom's last names] wedding to receive a discounted rate. Please call [hotel's phone number] to book your stay."

Encourage Early Booking

Use your save-the-date cards or wedding website to gently encourage guests to book their accommodation early. This is especially important if your wedding is during a busy season or in a popular destination, as accommodation options may be limited. Here's an example:

> "We are thrilled to announce our wedding date and we kindly suggest you make your accommodation reservations early to ensure a comfortable stay. Our wedding falls during the busy spring season, so we expect rooms to be in high demand."

Provide Website Details

Create a wedding website with accommodation details, including recommended hotels, lodges, or other lodging options. Include the website address on your save-the-date cards or invitations. This allows guests to easily access all the necessary information and plan their trip accordingly. Keep your website updated with any changes or upcoming deadlines to prevent a flood of last-minute questions!

Spread the Word

Utilize word-of-mouth communication by informing your bridal party and close family members about the accommodation options. Send emails or messages to your guests with specific hotel information and encourage early booking. You can also include accommodation details on your wedding website and ask your bridal party to spread the word.

Book Room Blocks

If possible, reserve a block of rooms at a hotel for your guests, preferably soon after booking your wedding venue. This ensures that your guests can take advantage of discounted rates and have a wider range of options. When communicating this information, provide clear instructions on how to book these rooms and any relevant deadlines. For example:

> "A block of rooms has been reserved at the Hilton West for our guests at a discounted rate. Please reference the Smith/Johnson wedding when making your reservations. Kindly reserve your room by July 1, 2023."

How to word hotel accommodation cards

Hotel accommodation cards are an important part of the wedding invitation process, especially if you are having a destination wedding or most of your guests are travelling. It is a thoughtful gesture to reserve a block of hotel rooms for your guests, and it is also important to communicate this information clearly so that your guests know how to book. Here are some tips and examples to help you word your hotel accommodation cards effectively:

Keep the Wording Short and Sweet

The wording on the accommodation card should be relatively short, providing necessary information without too much detail. 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. Be sure to book by [date] to secure this rate.

Include Important Dates or Deadlines

It is important to clearly state any important dates or deadlines for booking. For example:

> Please kindly reserve your room by [date].

Provide a Separate Accommodation Card

It is recommended to include the hotel accommodation information on a separate insert from the invitation, reply, directions, or reception cards. This gives the information the attention it deserves and helps to avoid cluttering the invitation with too much text. The card should match the motif of your invitations as much as possible and include a header such as "Accommodations".

Include a Wedding Website for More Information

If you have a wedding website, be sure to include the link on the accommodation card or a separate insert. This allows guests to find more detailed information and helps to prevent them from calling you with questions. Keep your website updated with any changes or deadlines regarding the hotel bookings.

Sample Wording for Small Inserts

For small enclosure cards, avoid including too much information. Provide the most essential details and then direct guests to your website for more 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 [your last names] wedding. For more information, please visit our website at [add URL].

Sample Wording for Larger Inserts

If you have more space on your insert, you can include more details and even add some design elements and fonts. Here is an example:

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

Remember to adapt these examples to match your wedding's unique style, location, and any other relevant details.

How to secure hotel room blocks

Hotel room blocks are a great way to ensure your wedding guests have a comfortable stay and an enhanced experience. Here is a step-by-step guide on how to secure hotel room blocks:

Determine the Number of Rooms:

Firstly, decide on the number of rooms you will need by estimating the number of out-of-town guests. As guests usually travel in pairs, you will need about half the number of rooms for your total guest list. For example, for a 200-person guest list with 50-60% travelling, you will want to hold space for about 120 guests, which equates to 60 rooms.

Figure Out How Many Blocks You Need:

The number of blocks depends on the size of the hotel and your guest list. Blocks typically range from 10 to 30 rooms, with larger hotels offering larger blocks. If you need a bigger block, consider booking with a privately-owned property.

Shop Around for the Best Rates:

Call several hotels in the area to find the lowest rate. Be mindful of when quoted rates expire, as they are usually only guaranteed for about two weeks.

Be Clear on Your Agreement:

Go for a courtesy block if possible, where you won't be financially liable for any unfilled rooms. For larger blocks, the hotel may ask for an attrition rate, where you pay for any rooms up to a certain percentage that aren't filled.

Book Early:

Reserve your hotel room blocks as soon as you've confirmed your wedding date and venue. This will secure the lowest rates for your guests and allow them to plan their travel early.

Be Strategic About Location:

Choose hotels that are close to your wedding venue, ideally within a 15-20 minute drive or shuttle ride. It is also beneficial to select hotels that are near each other to facilitate any additional events like brunch or an after-party.

Negotiate for the Best Rates:

Don't be afraid to ask for more. You can inquire about deals for the wedding couple, discounted rates for auxiliary events, or additional rooms added to the block.

Know the Magic Words for Perks:

Ask the hotel about any "special concessions based on the pickup". Concessions are perks given when a certain percentage of rooms are booked, and they can include upgraded suites or the ability to book a suite at a standard room rate.

Provide Information to Your Guests:

Share the hotel block details with your guests through your wedding website, invitation inserts, or emails. Include necessary information such as hotel name, contact details, reservation instructions, and any important dates or deadlines.

By following these steps, you will be able to secure hotel room blocks for your wedding, ensuring a comfortable and enjoyable experience for your guests.

Frequently asked questions