Hotel And Website Details: To Include Or Not On Wedding Invite

Wedding planning involves a lot of little details, and one of the most important is how to ensure your guests have a great experience. This includes helping them find suitable accommodation, especially if you're having a destination wedding or most of your guests are travelling from out of town. So, should hotel accommodations and website information be included on the wedding invite?

Guests covering accommodation costs

If you're hosting a destination wedding or a wedding where most of your guests are travelling, reserving a block of hotel rooms for your guests is a thoughtful gesture. This is also helpful for weddings where guests are expected to stay overnight.

It is generally understood that guests will be responsible for covering all their travel expenses, including flights and accommodation. However, there are some exceptions to this rule. For example, in some parts of the world, like the USA and Australia, it's common for the couple to pay for the bridal party's accommodation. If you've requested that the bridal party stays overnight at your venue, and your venue is expensive, it's only fair that you offer to pay for part or all of the room cost.

If you're planning to have your bridal party or close family members stay with you, it's a good idea to cover this cost as they won't have the option to find a more affordable alternative.

If you're not covering guest accommodation, it's still helpful to provide a list of suitable options. You can do this by including a separate insert card in your wedding invitations or creating a wedding website to share all the essential details. This can include direct links and contact information for a range of accommodation styles, from hotels and resorts to Airbnbs, at different price points.

> "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 in order to receive a discounted rate. Please call [hotel's phone number] to make your reservation."

If you're including a wedding website, you can say something like:

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

Wedding Villa Accommodation

If you're planning to get married at a wedding villa, you don't have to cover the whole accommodation cost. You can divide the overall price of your stay between your guests. You can politely ask your guests via email after breaking down the cost per room per night. Here is an example of what you could say:

> "A block of rooms has been reserved at the [Add name of hotel] at a rate of *$XXX* per night. Please reference the *Last name/Last name* wedding when reserving your room. You can reserve by calling [enter telephone number] or by visiting their website at [enter booking URL provided by the hotel]. 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]."

Booking hotel room blocks

Timing is Key

It's advisable to book your hotel room blocks as early as possible, ideally shortly after you've secured your wedding venue. This is especially crucial if your wedding coincides with other significant events in the same city, as accommodation options may be limited. Sending out this information with your "save-the-dates" is a good idea, giving your guests ample time to make their reservations.

Finding the Right Hotel

When choosing a hotel, consider its proximity to your wedding venue. It's best to select a hotel that is either within walking distance or provides easy transportation options. Additionally, some hotels may offer special discounts or group rates for wedding guests, so be sure to inquire about any available deals.

Communicating with Your Guests

Clearly communicate the hotel details to your guests. You can include this information on a separate insert or card along with your wedding invitations or save-the-dates. Provide the hotel's name, address, and contact information and any relevant booking instructions. Here's an example:

> "For your comfort and convenience, we have reserved a block of rooms at [Hotel Name] at a special rate. Please mention the [Your Last Name] wedding when booking to receive this rate. Reservations can be made by calling [Hotel Phone Number] or visiting their website at [Hotel Website]. Please book by [Date] to secure this rate."

You can also include your wedding website on this insert, where guests can find further information about accommodation and other wedding details.

Important Considerations

When reserving a block of hotel rooms, there are a few key questions to ask:

• What is the discount offered, and is there a cut-off date for the discounted rate?
• What are the room options available, and can we see images of the rooms?
• What is the cancellation policy for guests who are unable to attend?
• Is a deposit required, and if so, what are the terms for getting it back?
• Are there any additional perks or services included, such as a shuttle service?
• Are there any penalties if a certain percentage of the reserved rooms remain unbooked?

By asking these questions upfront, you can ensure a smooth process and avoid any surprises later on.

Sample Wording for Different Scenarios

Depending on your specific situation, here are some examples of how to word your accommodation information:

For small insert cards:

> "For your convenience, we have made the following hotel arrangements. A limited number of rooms have been reserved at a special rate. These rates are available until [Date] by mentioning the [Your Names] wedding. For more information, please visit our website at [Wedding Website URL]."

For larger insert cards:

> "Rooms have been reserved for our guests at a discounted rate at [Hotel Name and Address]. Please reference the [Your Names] wedding when making your reservations. Kindly reserve your room by [Date]. For any questions, please feel free to contact us at [Email Address]."

For your wedding website:

> "For the convenience of our guests, we have reserved a block of hotel rooms and want to share the relevant information. If you have any questions, please don't hesitate to contact us at [Your Phone Number]. Due to a large city-wide event on our wedding weekend, hotel rooms will sell fast. Please reserve by [Date] at the following hotel: [Hotel Name, Address, and Contact Information]. The hotel offers complimentary internet, breakfast, and a shuttle service to and from the wedding."

Remember, you can personalise the wording to match your wedding style and tone.

Wedding website creation

A wedding website is a great way to keep your guests informed and up-to-date with all the necessary information about your big day. It's a central hub where they can find details about the ceremony, reception, travel arrangements, and accommodation. Here are some tips and suggestions on how to create a comprehensive and informative wedding website:

Choose a User-Friendly Platform

Select a platform that offers user-friendly features and customizable templates. Some popular options include Wix, Squarespace, and Joy. These platforms often provide a range of design options, allowing you to match your website's aesthetic to your wedding theme.

Include Essential Information

Ensure your website has all the vital details your guests will need. This includes the date, time, and location of the ceremony and reception. If there are multiple events, such as a rehearsal dinner or post-wedding brunch, include those as well.

Provide Travel and Accommodation Details

One of the most important aspects of your wedding website is providing information on travel and accommodation. If you have reserved a block of hotel rooms for your guests, include the hotel's name, contact information, and reservation instructions. You can also suggest other accommodation options nearby for guests who prefer alternative arrangements. Additionally, consider providing information on transportation, such as shuttle services or ride-sharing options, to and from the wedding venue.

Create an FAQ Page

Anticipate your guests' questions and create a frequently asked questions (FAQ) page to provide clear answers. This can include dress code guidelines, gift registry details, and information on any other wedding-related events. You can also include practical information, such as directions to the venue, parking instructions, and suggestions for things to do in the area.

Incorporate Visual Elements

Enhance your website with visual elements such as photos and videos. You can include engagement photos, venue pictures, or even a video message from the happy couple. This adds a personal touch and makes your website more engaging.

Keep it Updated

It's important to regularly update your wedding website as plans evolve and more details are finalized. This ensures that your guests always have access to the most current information. Create a schedule for updating the website, and consider assigning this task to a member of the wedding party or a trusted friend.

Share the Website Link

Once your website is live, share the link with your guests. Include the link on your save-the-date cards, wedding invitations, or accommodation cards. You can also spread the word via email or word of mouth.

Encourage Early Accommodation Bookings

If your wedding is at a popular destination or during a busy season, encourage your guests to book their accommodations early. On your website, you can include a gentle reminder about limited room availability and suggest they secure their rooms as soon as possible. This helps ensure your guests have a comfortable stay and reduces the stress of last-minute accommodation scrambling.

Provide Contact Information

Make sure your guests know how to reach you or a designated point of contact if they have any questions or concerns. Include an email address or phone number they can use to get in touch.

Personalize the Website

Add personal touches to your website to make it unique and reflective of your relationship. This could be a story of how you met, a description of the proposal, or even a fun quiz about the couple.

Include an RSVP Feature

Incorporate an RSVP feature on your website to make it easy for guests to confirm their attendance. This helps you keep track of the guest list and plan accordingly.

Consider Adding a Map

Provide a map or directions to the wedding venue and any other relevant locations, such as the hotels or attractions in the area. This makes it easier for guests to navigate, especially if they are travelling from out of town.

Keep it Organized and Concise

Organize the information on your website in a clear and concise manner. Use headings, bullet points, and short paragraphs to make it easy for guests to find what they're looking for.

Remember, your wedding website is a valuable tool to enhance your guests' experience and keep them informed throughout the wedding planning process. It's a great way to centralize all the essential information and ensure that your special day is enjoyable for everyone involved.

Save-the-date cards

What to Include:

• Your names: It's traditional to list the bride's name first, followed by the groom's name. For same-sex couples, consider alphabetical order.
• Wedding date: It's important to have your wedding date finalised before sending out save-the-dates.
• Wedding location: Include the city and state or country. You don't need to add the venue address or name; that can come later with the formal invitation.
• "Invitation to follow" or "Formal invitation to follow" wording: This lets guests know that a formal wedding invitation is on its way and that they are, in fact, invited!
• Wedding website: Include your wedding website URL so guests can find more information about accommodations, travel, and other wedding details. This is a great way to provide information without overcrowding your save-the-date cards.

What Not to Include:

• Hotel/accommodations information: Avoid providing too many details on your save-the-date cards. Hotel information can be sent with the official wedding invitation or added to your wedding website.
• Ceremony and reception start times: It's early in the planning process, so there's no need to include specific start times yet.
• Dress code information: Save these details for the wedding invitation or add them to your website.
• RSVP request: It's considered polite to wait for the formal invitation before asking for an RSVP.

Timing:

It's generally recommended to send out save-the-date cards six to eight months before the wedding. However, if you're having a destination wedding or getting married during a busy travel period, you may want to send them out even earlier (eight to 12 months in advance) to give your guests enough time to plan their travel arrangements.

Invitation inserts

If you're planning a destination wedding or hosting a large number of out-of-town guests, it's important to think about their accommodation. While guests are usually expected to cover their own accommodation costs, it's a thoughtful gesture to reserve a block of hotel rooms for them. This can often be done at a discounted rate, and it ensures your guests have a comfortable stay.

Keep it Clear and Concise

When including accommodation information, it's important to communicate clearly so that your guests know exactly how to make a reservation. Here's 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 a Separate Insert Card

Consider including a separate insert card dedicated to accommodation details. This gives the information the attention it deserves and ensures it doesn't get lost among other wedding details. The card should match the motif of your invitations and include a header such as "Accommodations". 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 this occasion. These rates are available until [date] by mentioning the [your names] wedding. For more information, please visit our website: [add URL].

Provide Website Details

If you have a wedding website with accommodation details, be sure to include the URL on your insert card. This allows guests to easily access more information and makes it convenient for you to update any changes. Here's an example:

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

Encourage Early Bookings

It's 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. This ensures they don't miss out on securing a room and can take advantage of discounted rates. Here's an example:

> We kindly suggest you make your reservations early to ensure a comfortable stay. For your convenience, we've secured a block of rooms at [hotel name]. Please visit our wedding website for more information on booking these rooms and additional accommodation options.

Provide a Range of Options

Instead of suggesting just one hotel, provide your guests with a range of accommodation options at different price points. This ensures that everyone can find something that suits their budget and preferences. You can include this information on your wedding website or insert card. Here's an example:

> There are several accommodation options available within a short distance of our venue. Please visit our website for a list of our top recommendations, including direct links and contact information.

Frequently asked questions