Franklin Dean
Wedding planning can be stressful, especially when it comes to sending out invitations. One question that often comes up is whether to include the hotel address on the invitation itself or on a separate accommodations card. While there is no one-size-fits-all answer, there are a few things to consider. Firstly, if your ceremony and reception are at the same venue, you may choose to only include the venue's name, city, and state on the invitation, with the full address on the accommodations card. This can help avoid a crowded invitation, especially if you have a long guest list. However, if most of your guests are travelling from out of town, it is a thoughtful gesture to include a separate accommodations card with the hotel room block information. This way, your guests can easily make their reservations and you can also offer them a discounted rate.
| Characteristics | Values |
|---|---|
| Should the hotel address be included on the wedding invite? | It is not necessary to include the full address, but it is recommended to include the name of the hotel and the city and state. |
| How to include hotel information | Provide a separate wedding accommodation card or include it on the save-the-date if possible. |
| When to send out wedding invitations with hotel information | It is recommended to send out invitations 6-8 weeks before the wedding, but for destination weddings, it is polite to send them out 12 weeks in advance. |
What You'll Learn
Include the full address on the invitation
Including the full address on your wedding invitation is a thoughtful gesture that will make your guests' lives easier. It is especially helpful for guests who are not tech-savvy and may not be able to access your wedding website for directions.
The full address on the invitation ensures that your guests can easily locate the venue, even if they are unfamiliar with the area or if the venue has a similar name to other places. It also helps to include the zip code to avoid any potential confusion.
However, if you are concerned about the invitation looking crowded or prefer a more formal appearance, you can opt to include only the venue name, city, and state on the invitation. In this case, providing a separate accommodations card with the full address and other relevant information, such as reservation details and deadlines, is a good idea.
Additionally, it is beneficial to have a wedding website with updated information and clear directions to the venue. This ensures that your guests have multiple sources of information and can easily access the details they need to attend your special day.
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Provide a separate accommodations card
If you're including accommodation details with your wedding invitations, it's best to do so on a separate insert or card. This gives the information the attention it deserves and avoids cluttering your invitation. The card should match the style of your invitations as closely as possible. Ideally, it would be separate from reply, directions, or reception cards, with a header such as "Accommodations" or "Travel and Accommodations".
The text should be concise and provide all the necessary information. 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 our discounted rate. Please call [hotel phone number] to book your room by [date].
You can also refer guests to your wedding website for accommodation details. This is a good option if you don't have all the information ready when sending out your invitations, but be sure to keep your website updated. You can include a note on the card, such as:
> For more information about travel and accommodations, please visit our wedding website: [website address]
If you're having a destination wedding or expecting a lot of out-of-town guests, it's a good idea to book your hotel room blocks as soon as possible and include this information on your save-the-dates.
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Refer guests to your wedding website
Wedding websites are a great way to share information with your guests and track RSVPs. They are also a good way to build excitement for your special day. Here are some tips for referring your guests to your wedding website:
Include All the Relevant Details
Make sure your wedding website has all the information your guests might need, such as a timeline of events, parking and transport information, accommodation suggestions, and gift registry details. You can also use your wedding website to clarify whether children and plus ones are invited.
Share Your Website with Your Guests
It is not recommended to post your wedding website on social media, as this may cause confusion about who is and isn't invited. Instead, share your website via your wedding invitations or save-the-dates. You can also include your wedding website on an additional insert card with your invitation.
Word Your Invitation Correctly
When including your wedding website on your invitation, keep the wording short and sweet. You could say something like: "For more information, visit: (insert URL)" or "Kindly RSVP by [RSVP deadline] at [URL]".
Create a Custom URL
Consider creating a custom URL for your wedding website, using your first names or future surname. For example: "HarryLovesSally" or "TheFutureJohnsons". A custom URL will be easier for your guests to remember and will take up less space on your paper invitations.
Make Your Website Mobile-Friendly
Almost all wedding website services offer mobile-friendly versions of their templates. By making your website easy to access on mobile, you'll ensure that your guests can acquire all the details about your wedding whenever and wherever they need to.
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Include hotel details in save-the-date messages
If you're planning a destination wedding or a wedding where most of your guests will be travelling, it's a good idea to reserve a block of hotel rooms as soon as possible. Ideally, you should do this shortly after booking your wedding venue. If you have this information before sending out your save-the-date messages, definitely include it. The sooner your guests book their rooms, the better.
You can include hotel details on a separate insert or card with your save-the-date messages. This insert should match the motif of your invitations as much as possible and be separate from reply, directions, or reception cards. It should include the header "Accommodations" and provide all the necessary information in a short and sweet manner. 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 in order to receive a discounted rate. Please call [hotel's phone number] to make your reservation.
Be sure to also include any important dates or deadlines for booking:
> Be sure to book your hotel room by [date] in order to receive the discount.
You can also include your wedding website on the accommodations card or a separate insert card along with your save-the-date message. The note about your wedding website should read:
> For more information about travel and accommodations, please visit our wedding website: [website address]
It's important to keep your wedding website updated with any changes or updates to your hotel room block information, including upcoming deadlines. This will help your guests access all the information they need at any time and prevent them from calling you with questions.
If you're sending out save-the-date messages well in advance, you may not have all the details about the hotel room blocks yet. In this case, you can include recommended online travel information that guests can access early. It's helpful to provide additional information in print, especially for navigating foreign destinations.
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Include a deadline for making reservations
When it comes to wedding planning, there are many details to consider, and sending out invitations is one of the most important tasks. While the invitation design and wording are crucial, it's also essential to include key information for your guests, such as the deadline for making reservations. Here are some instructive and focused paragraphs on why including an RSVP deadline is necessary when inviting guests to your wedding:
Paragraph 1: The Importance of an RSVP Deadline
It is imperative to include an RSVP deadline on your wedding invitations. This deadline serves as a reminder for your guests to respond and helps you stay organized. Without a deadline, you may still be waiting for responses as your wedding day approaches, making it challenging to finalize details with your caterer and venue.
Paragraph 2: Timing is Everything
When setting the RSVP deadline, it's recommended to choose a date about four weeks or at least two to three weeks before your wedding. This buffer allows you to gather late responses and provide your venue and caterer with an accurate headcount. It's a good idea to send out your invitations three to four weeks before the RSVP deadline to give your guests ample time to respond.
Paragraph 3: Strategies for Late Responses
Despite your best efforts, some guests may still miss the RSVP deadline. It's a good idea to follow up with a quick call or email to those who haven't responded. This way, you can gently remind them of the deadline and ensure you have their response for planning purposes. It's a common challenge in wedding planning, so don't stress too much!
Paragraph 4: Benefits of an Early Response
An early response from your guests is beneficial for everyone involved. It allows you to have a better idea of the attendance and plan accordingly. Additionally, your guests can make any necessary travel arrangements and ensure they don't miss out on the fun. It's a win-win situation for all!
Paragraph 5: RSVP Card or Wedding Website?
You can choose to include an RSVP card with a specific deadline in the invitation envelope or direct your guests to your wedding website. If you opt for a response card, be sure to include a place for guests to write their names and entrée preferences if you're offering a plated dinner. The wedding website is also a great resource for guests to find accommodation information, registry details, and other relevant updates.
Paragraph 6: A Friendly Reminder
Including a deadline for reservations is a polite reminder for your guests to respond in a timely manner. It helps you stay organized and ensures that your guests don't miss out on the celebration. It's a simple yet crucial detail that contributes to a well-planned and enjoyable wedding for everyone!
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Frequently asked questions
It is not necessary to include hotel details on the wedding invitation itself. However, if you have a lot of out-of-town guests, it is a good idea to include a separate accommodations card with the hotel details.
The accommodations card should include the hotel name, city, and any other relevant details such as a discounted rate for guests and the deadline to book. You can also include the hotel's phone number and mention that guests should refer to your wedding website for more information.
If you don't include a separate accommodations card, you can still provide hotel information to your guests by including it on your wedding website or save-the-date cards. You can also spread the information by word-of-mouth through family and wedding party members.
The best way to communicate hotel information to your guests is by providing a separate accommodations card along with the wedding invitation. This ensures that your guests have all the necessary details in one place. However, you can also use a combination of methods, such as including it on your wedding website, save-the-date cards, or spreading the information by word-of-mouth.
