Planning The Perfect Wedding: Navigating Room Accommodations

When it comes to wedding planning, it's important to consider the comfort and convenience of your guests, especially those travelling from out of town. This is where wedding room accommodations come in. By reserving a block of hotel rooms for your guests, you can ensure they have a pleasant stay and a smooth experience. Communicating this information clearly to your guests is key, so they know exactly how to book their rooms. This paragraph aims to provide an overview of how to write room accommodations for a wedding, offering guidance on everything from timing and wording to important details to include.

How to word room accommodation information on wedding invitations

When it comes to wedding planning, it's important to keep your guests informed about the logistics, especially if they are travelling from out of town. Here is some instructive content on how to word room accommodation information on your wedding invitations:

Keep it Clear and Concise

Provide clear and concise information about the room accommodations on a separate insert or card that matches the style of your wedding invitations. This insert should be distinct from other cards included with the invitation, such as reply, directions, or reception cards. Use a header such as "Accommodations" to indicate the nature of the 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 book your stay.

Include Important Dates and Deadlines

Be sure to mention any important dates or deadlines for booking. 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 the accommodation card or insert. This allows guests to find more information and stay updated on any changes or deadlines. Here is an example of how to direct guests to your website:

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

Provide Alternative Accommodation Options

If the hotel you are blocking rooms at is fully booked or guests prefer other options, it is helpful to suggest a few alternative hotels in the area. You can include the names and contact information of these alternative hotels on the accommodation card. This gives guests the opportunity to "shop around" and find accommodations that suit their preferences and budget.

Timing is Key

It is recommended to send out save-the-date cards about a year in advance, especially for destination weddings or weddings where most guests are travelling. Include the accommodation information on the save-the-date if possible, so guests can book their rooms early and benefit from any discounted rates.

How to communicate room accommodation details clearly

Room accommodations are an important aspect of wedding planning, especially if you have many out-of-town guests attending. Here are some tips to help you communicate room accommodation details clearly to your guests:

Provide Information as Early as Possible:

Start by including accommodation details on your "save-the-date" cards, especially if you're hosting a destination wedding or expecting a large number of guests from out of town. This gives your guests a head start on booking their accommodations.

Create a Separate Accommodation Card:

Include a separate insert or card dedicated specifically to accommodation details. This card should match the motif of your wedding invitations. Keep the wording concise and clear, providing essential information without overwhelming your guests with too many details.

For example, you can say: "For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. Please call [hotel's phone number] to make your reservation, mentioning the [your last names] wedding to receive a discounted rate."

Include Important Dates and Deadlines:

Be sure to communicate any important dates or deadlines for booking. For instance: "Be sure to book your room by [date] to receive the discounted rate." This ensures that your guests don't miss out on the special rate or, worse, are unable to find available rooms.

Provide Alternative Accommodation Options:

If you don't have a room block or your guests prefer other options, consider listing two or more alternative hotels at varying price points. You can include the contact information and addresses of these hotels, as well as their distance from the wedding venue. This allows guests to "shop around" and choose accommodations that best suit their preferences and budgets.

Direct Guests to Your Wedding Website:

Create a wedding website where you can provide comprehensive information about travel and accommodations. Include the website link on your accommodation card or as a separate insert. Keep the website updated with any changes or deadlines to ensure your guests have the most current information.

Consider Group Perks and Amenities:

When choosing hotels to recommend or block rooms, pay attention to the amenities offered. Amenities like cable TV, internet access, parking, swimming pools, or fitness centres can enhance your guests' comfort and convenience. Additionally, consider hotels that offer airport shuttles or transportation to and from the wedding venue, making travel more convenient for your guests.

By following these tips, you can effectively communicate room accommodation details to your wedding guests, ensuring they have a positive and well-informed experience.

What to do if the hotel doesn't block rooms

If you're unable to secure a hotel room block for your wedding guests, there are a few alternative options you can consider:

• Contact multiple hotels: Reach out to two or three hotels near your wedding venue and inquire about their room availability and rates. By contacting multiple hotels, you can compare rates and negotiate better deals for your guests.
• Offer hotel suggestions: If blocking rooms isn't an option, you can still provide your guests with a list of recommended hotels near the wedding venue. Include this information on your wedding website or in the invitation suite.
• Suggest room-sharing: To make accommodations more affordable for your guests, suggest that they share rooms. This can be a great option for guests who are travelling in groups or are open to sharing with others.
• Consider other accommodation options: In addition to hotels, look into alternative accommodation options such as Airbnbs, guest houses, or bed and breakfasts. These options can provide more flexibility and potentially lower rates.
• Book early and inform your guests: As soon as you know your wedding date and venue, encourage your guests to book their accommodations early. Create a sense of urgency, especially if there are other events happening in the same area during your wedding.
• Provide transportation options: If your guests are unable to find accommodations close to the wedding venue, consider arranging transportation to and from the venue. This can be a more feasible option than expecting guests to secure accommodations within walking distance.
• Explore online room block services: There are online services, such as HotelPlanner, that can assist you in finding and booking room blocks. These services have partnerships with major hotel chains and can help you negotiate better rates.
• Be transparent: Communicate openly with your guests about the situation. Let them know that you were unable to secure a room block and provide them with alternative options or suggestions.
• Consider a courtesy block: If the hotel is open to the idea, suggest a courtesy block. This option typically doesn't require a contract or financial liability, and the hotel will release any unsold rooms after a certain cut-off date.
• Negotiate with the hotel: If you have a large number of guests, use this to your advantage. Negotiate with the hotel to see if they can offer a group discount for your guests, even without a formal room block.

How to choose a hotel for room accommodations

When it comes to choosing a hotel for room accommodations for a wedding, there are several factors to consider. Here are some detailed instructions to help you make the right choice:

Location

The location of the hotel is crucial. Aim for accommodations within walking distance of the wedding venue, or at most, a short drive or public transport ride away. This will make it convenient for your guests to get to and from the wedding without having to worry about transportation.

Number of Guests

Consider the number of out-of-town guests you'll need to accommodate. If you have a large number of guests travelling, focus your search on bigger hotels with a higher capacity. On the other hand, if you only have a few out-of-town guests, smaller inns, or bed and breakfasts could be a more intimate and budget-friendly option.

Price Points

It's important to cater to different budgets and preferences. Try to choose hotels with a range of price points so that your guests have options. A difference of around $40 to $50 between price points is a good idea, especially if your more expensive option is over $200 per night.

Amenities

Think about the amenities that will make your guests' stay more comfortable. This could include an on-site restaurant, bar, gym, pool, or shuttle services. Some hotels may even offer airport shuttles, which can be a great convenience for your guests.

Availability

Make sure the hotels you're considering have the capacity to accommodate your guests on the wedding dates. Check for any local events, conventions, or festivals that may cause rooms to book up faster than usual, and reserve your rooms well in advance.

Reviews

Don't forget to read reviews of the hotels you're considering. This will help ensure that your guests will have a comfortable and enjoyable stay.

Block Bookings

Inquire about block booking options, where a group of rooms is set aside for your event at a discounted rate. This will not only save your guests money but will also make the booking process easier for them.

Perks

When negotiating with hotels, ask about any perks or upgrades they can offer. This could include a complimentary room for the newlyweds, early check-in or late check-out, welcome bag distribution, or transportation to and from the wedding venue or airport.

Remember to book your hotel room blocks as early as possible to secure the best rates and availability. It's also a good idea to provide your guests with all the necessary information about the accommodations through your wedding website or invitation suite.

How to secure the best group rates

The best group rates for wedding hotel blocks are obtained by shopping around, negotiating, and asking for perks. Here are some tips for securing the best rates:

• Shop around for the best rates: Call three to five hotels in the area to find the lowest rate. The size of the hotel, whether they already have groups booked for your date, and any conventions or events taking place can impact room prices.
• Book early: Reserve your hotel room block as soon as you've locked in your wedding date and venue. This will help you secure the lowest rates for your guests and allow them to make travel plans as soon as they receive their save-the-dates.
• Be strategic about location: Choose hotels that are in close proximity to your venue (within a 15-20 minute drive). It's also important to select hotels that are close to each other, especially if you're hosting a brunch or after-party. This makes it easier for guests to get to these events and saves time if you're offering transportation.
• Negotiate for the best rates: If you're deciding between two hotel blocks, be open with the salesperson and ask if they can add rooms to the block or drop the rate. You may also be able to negotiate deals for the couple's room or discounted rates for auxiliary events held at the hotel.
• Ask about perks: When a hotel provides their rates, inquire about any "special concessions based on the pickup". Perks or concessions are often given to couples when a certain percentage of rooms are booked. These can include an upgraded suite for the couple's parents or the ability to book a suite at a standard room rate.
• Use a booking platform: Using a platform such as HotelPlanner can save time and ensure you get the best rates. These platforms allow you to search multiple hotels near your venue and recommend lodging options. They can also help you negotiate a great price and reserve your room blocks in one place.
• Understand the different types of blocks: There are courtesy blocks and contracted blocks. A courtesy block means you have no financial obligation to fill the rooms, whereas a contracted block means you must meet certain negotiated terms, such as a deposit, cancellation policy, or minimum bookings.
• Read the contract carefully: Make sure you understand the terms of the contract before signing, including any cancellation policies, attrition or minimum commitment clauses, and unbooked room policies.
• Provide multiple options: If you're offering more than one hotel option, try to provide a range of locations and price points to accommodate different budgets and preferences. A difference of $40 to $50 in rates is ideal, especially if one of the hotels is over $200 per night.

Frequently asked questions