Understanding Wedding Invitation Accommodations And Their Importance

When it comes to wedding planning, one of the most important considerations is guest accommodation. Communicating accommodation options clearly to your guests is essential so that they know exactly how to book their stay. This is especially crucial if you have reserved a block of hotel rooms or if your wedding is at a destination where most guests will need to travel and book accommodation. In this case, it is thoughtful to provide this information on a separate insert or card within the invitation, clearly labelled Accommodations. This card should include key details such as the hotel name, address, and any special rates or deadlines for booking.

Encouraging early bookings

When it comes to wedding planning, one of the most important considerations is guest accommodation. Encouraging early bookings is a wise move, especially for destination weddings or weddings with many out-of-town guests. Here are some tips to encourage early bookings and ensure a smooth experience for your guests:

Save-the-Date Cards:

It is absolutely acceptable and beneficial to mention booking accommodations on your save-the-date cards. Sending these cards early allows guests to plan and book their stay, which is crucial if your wedding is at a popular destination or during a busy season. Include information about the venue and recommended accommodation options, and if you have a wedding website with accommodation details, be sure to include that as well.

Block of Rooms at a Hotel:

If you've secured a block of rooms at a hotel, be sure to mention this on your save-the-date cards or invitations. Guests will appreciate the convenience and the potential for discounted rates. Here's an example of what you could say:

> "For your convenience, we've secured a block of rooms at the [Hotel Name] near our venue. Please visit our wedding website for booking details and additional accommodation options."

Encourage Early Booking:

In your communication with guests, it's essential to strike a balance between a warm invitation and practical advice. Begin with a friendly tone, expressing your excitement for their presence at the wedding. Then, gently encourage early booking by highlighting the benefits, such as guaranteed rooms, discounted rates, or a wider range of lodging options. Here's an example:

> "We're thrilled to celebrate our special day with you! As our wedding falls during the peak season, we suggest booking your accommodations early to ensure a comfortable and seamless stay. We've secured a block of rooms at [Hotel Name], and you can find more information on our wedding website."

Provide Deadlines and Incentives:

Including a deadline for reservations is helpful, especially if rooms are limited. You can also provide incentives for early booking, such as discounted rates or the convenience of staying close to the wedding venue. This will make guests more likely to heed your recommendation.

Separate Accommodation Card:

Consider including a separate accommodation card with your invitation suite. This ensures the information stands out and is easily accessible for your guests. The card should match the motif of your invitations and include essential details such as the hotel name, address, contact information, and any relevant dates or deadlines.

Keep Your Website Updated:

If you have a wedding website, be sure to include accommodation details and keep it updated. This will prevent guests from calling you with questions and allow them to access information at any time.

Remember, clear and direct communication about accommodation options is key to ensuring your guests have a positive experience. By encouraging early bookings, you're not only helping your guests but also taking some of the stress off yourself as you approach your special day.

How to communicate reserved hotel room blocks

Communicating reserved hotel room blocks is an important part of the wedding planning process, especially for destination weddings or weddings where most guests are travelling. Here are some steps to effectively share this information with your guests:

Include Information on Save-the-Dates:

If possible, it is advisable to book your hotel room blocks shortly after reserving your wedding venue. If you have this information before sending out your save-the-date cards, be sure to include it. The sooner your guests book their rooms, the better, especially if there are other events happening in the same area during your wedding.

Provide a Separate Wedding Accommodation Card:

It is recommended to include hotel room block details on a separate insert within your invitation, ideally separate from reply, directions, or reception cards. This insert should match the motif of your invitations and have a clear header, such as "Accommodations."

> "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(s). Be sure to book by [date] to receive this special rate."

Refer to Your Wedding Website:

It is also beneficial to include hotel room block information on your wedding website and then provide the website link on an "Accommodations" card or a separate insert with your invitation. Here is an example of the wording for this:

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

Keep Your Website Updated:

It is essential to regularly update your wedding website with any changes or updates to the hotel room block information, including deadlines. This will ensure your guests can easily access the details and prevent them from needing to contact you with questions.

Book Early:

It is advisable to book your hotel room blocks as early as possible, ideally as soon as you have confirmed your wedding date and venue. This will secure the best rates for your guests and allow them to make travel plans as soon as they receive their save-the-date notifications.

Be Strategic About Location:

When choosing hotels for your room blocks, consider locations close to your wedding venue (within 15-20 minutes in an urban setting). However, it is even more important to choose hotels that are close to each other. This simplifies logistics for any additional wedding events, such as brunch or an after-party, and makes transportation easier for your guests.

Communicate Deadlines Clearly:

When providing hotel room block information, be sure to clearly note any important dates or deadlines. For example, specify a date by which guests need to book their rooms to receive any applicable discounts.

By following these steps, you can effectively communicate reserved hotel room blocks to your wedding guests, ensuring they have a comfortable and enjoyable experience during your special day.

What to do if guests are covering their own accommodation

When it comes to wedding guest accommodation, it is traditionally expected that guests will cover the cost of their own hotel rooms. This is the case for both destination weddings and local weddings with out-of-town guests. However, as a thoughtful host, there are several ways you can assist your guests with their accommodation arrangements and payment options. Here are some suggestions on what to do if your guests are covering their own accommodation:

• Reserve a block of hotel rooms: It is considerate to reserve a block of rooms at a hotel for your guests, especially if you are having a destination wedding or most of your guests are travelling. This ensures that your guests stay in the same location and can socialise and arrange transportation together. When reserving a block, try to negotiate a discounted group rate and other perks like complimentary breakfast or late checkout.
• Provide accommodation details: Share accommodation suggestions and details with your guests through a separate insert card in your wedding invitations or on your wedding website. Include direct links and contact information for a range of options at different price points to suit various budgets. If you have reserved a block of rooms, provide instructions on how to access the discounted rate, such as mentioning a special code or your surnames.
• Encourage early bookings: On your save-the-date cards or wedding website, encourage your guests to book their accommodation early. This is especially important if your wedding coincides with a busy season, peak travel period, or local events that may limit availability and increase costs. A gentle nudge will help your guests secure their rooms and save money.
• Offer alternative arrangements: If you have the space, you can offer a spare room in your house to out-of-town guests or provide airport pick-up and drop-off. Another option is to rent a campground or rustic resort with cabins and a lodge, where guests can stay for a discounted rate.
• Be transparent about payment: If you are organising group accommodation and your guests are paying you directly, be transparent about the payment process. Let guests know the total cost, payment deadline, and any consequences of late payment or cancellation. This will help set clear expectations and ensure a seamless experience for everyone involved.
• Consider special cases: While it is not obligatory, you may want to consider covering the accommodation costs for the bridal party, officiant, or family members who are travelling and may need financial assistance. You can also offer to pay for specific services, such as hair and makeup, to ease the financial burden on your bridal party.

Remember, clear and timely communication is key. By providing your guests with the necessary information and a range of accommodation options, you are helping them feel prepared and excited about your special day.

Wording for when accommodation is organised and paid for by the couple

When it comes to wedding invitation wording, it's important to convey the necessary information clearly and directly. Here are some suggestions for wording when accommodation is organised and paid for by the couple:

"We are thrilled to be celebrating our special day with you and we want to ensure your comfort. We have arranged and covered the cost of your accommodation for the wedding night. Please RSVP by [date] to confirm your attendance and accommodation type preferences."

"We are delighted to extend our hospitality to you as we celebrate our union. Accommodations have been organised and paid for by us at [name of hotel/resort] for the night of [date]. Kindly confirm your attendance so we can ensure a seamless experience for you."

"We are excited to have you join us for our wedding celebrations! As a token of our appreciation, we are covering the cost of your accommodation. Please let us know if you plan to utilise this offer by [date] so we can ensure a comfortable stay for you."

"We want to ensure that your experience during our wedding is as enjoyable and stress-free as possible. We have arranged and paid for accommodations at [name of hotel/resort] for our out-of-town guests. Please indicate on your RSVP if you would like to take advantage of this arrangement. We look forward to celebrating with you!"

"We are over the moon that you will be part of our wedding day! To express our gratitude, we would like to cover the cost of your accommodation. Please confirm your attendance and let us know if you would like to make use of this offer. We want to ensure your stay is comfortable and hassle-free."

How to include accommodation information on save-the-date cards

Save-the-date cards are a fun and practical way to tell your friends and family that they are invited to your wedding. They are typically sent out 6 to 12 months in advance of the wedding date, giving your guests ample time to plan and book their accommodations. Here are some tips on how to include accommodation information on your save-the-date cards:

Include Basic Information

Provide essential details such as the date and location of the wedding, as well as the names of the couple. This information will help your guests mark the date on their calendars and start making travel arrangements if needed.

Mention "Formal Invitation to Follow"

Since save-the-date cards are relatively new, some guests may not be familiar with them. Make it clear that a formal invitation will be sent out later by adding a line such as "Formal invitation to follow". This will prevent any confusion and let your guests know that more details will be provided in the official invitation.

Provide Your Wedding Website

Creating a custom wedding website is a great way to share additional information with your guests. Include the website URL on your save-the-date cards so that guests can find more in-depth details about your big day, including accommodation options and travel recommendations.

Refer to Your Wedding Website for Accommodation Details

If you have secured a block of rooms at a hotel or have specific accommodation recommendations, include this information on your wedding website. Then, on your save-the-date cards, add a note such as "For more information about travel and accommodations, please visit our wedding website: [website address]" This approach ensures that your guests have access to the most up-to-date information.

Encourage Early Accommodation Bookings

It is generally 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. You can include a gentle request on your save-the-date cards, expressing your enthusiasm for their presence and highlighting the benefits of booking early, such as discounted rates or a wider range of lodging options.

"We're thrilled to announce our wedding date, and we'd be delighted to have you join us in celebration. As our special day falls during the peak season, we suggest you secure your accommodations early to ensure a comfortable stay. Please visit our wedding website for more information on recommended hotels and additional accommodation options."

Provide Contact Information

If you have reserved a block of rooms at a hotel, include the hotel's contact information on your save-the-date cards. This will make it convenient for your guests to make their reservations directly with the hotel.

By following these tips, you can effectively include accommodation information on your save-the-date cards, ensuring that your guests have the necessary details to start planning their attendance at your wedding celebration.

Frequently asked questions