Lyla Dejesus
When it comes to wedding invites, there are a few key details to include, such as the request to come to the wedding, the names of the couple, and reception information. However, if you're hosting a destination wedding or have a lot of out-of-town guests, you might want to include hotel suggestions to make their travel plans easier. This can be done through a separate accommodations card that includes the name and address of the hotel, as well as any special rates or deadlines for booking. This card can be included as an insert in the wedding invitation or save-the-date, or the information can be added to your wedding website and then referenced on a card in the invitation suite.
| Characteristics | Values |
|---|---|
| Type of information | Critical information, tone and formality, dress code, RSVP details, host information, parent information, etc. |
| Format | Separate insert, separate card, on the invitation, on the save-the-date, on the wedding website, etc. |
| Timing | As early as possible, shortly after booking the wedding venue, at least three months in advance |
Hotel suggestions card
If you are having a destination wedding or many out-of-town guests, it is a thoughtful gesture to include a separate card with hotel suggestions. This card should match the motif of your invitations as much as possible. Here are some ways to word your hotel suggestions card:
"For your convenience, we have reserved a block of rooms at [name of hotel] in [city]. Please mention our names when booking to receive a discounted rate. You can make your reservation by calling [hotel phone number]."
"We have secured a limited number of rooms at a discounted rate at the following hotels. Please book by [date] to ensure availability." Then, list the hotel names, addresses, and phone numbers.
"For accommodation options near the wedding venue, please visit our wedding website: [website address]."
"A block of rooms has been reserved at the following hotels. Please book by [date] to receive the discounted rate.
- [Hotel name, address, and phone number]
- [Hotel name, address, and phone number]"
"For your convenience, we have provided a list of hotels near the wedding venue. You can find this information on our wedding website: [website address]."
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How to book
If you're inviting out-of-town guests to your wedding, reserving a hotel room block is a thoughtful gesture. You can use a free service like Wedding Hotel Blocks to find the best rooms for your wedding guests at the best prices. It's important to book your hotel room block as soon as possible after you've booked your wedding venue, especially if there are other big events happening in the same city that weekend.
Once you have the details, there are a few ways to communicate them to your guests:
Include the information on a separate insert or "accommodations card" inside your save-the-date or wedding invitation. This insert should ideally be separate from reply, directions, or reception cards, with a header such as "Accommodations". Keep the wording short and sweet, providing necessary information without too many added details. Here's a template you can use:
> 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 important dates or deadlines, such as:
> Be sure to book your hotel room by [date] in order to receive the discount.
Include the hotel room block information on your wedding website, and then include your wedding website link on a separate insert card along with your wedding invitation. The note about your wedding website could say:
> For more information about travel and accommodations, please visit our wedding website: [website address]
Keep your wedding website updated with any changes to your hotel room block information, including upcoming deadlines.
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Deadlines
Booking Hotel Room Blocks
If you're planning a destination wedding or expecting most of your guests to travel, it's essential to book your hotel room blocks as soon as possible. This means reserving a block of hotel rooms for your guests, ideally shortly after you've booked your wedding venue. By doing so, you can include this information on your "save-the-date" cards, giving your guests ample time to make their reservations. This is especially important if there are other major events happening in the same city during your wedding weekend.
Wedding Accommodation Cards
When providing your guests with accommodation details, consider including a separate insert or card in your wedding invitations. This card should be distinct from the reply, directions, or reception cards. It's best to keep the wording concise, providing essential information without overwhelming your guests with too many details. Be sure to include the hotel's name and location, along with any relevant booking instructions, such as mentioning your last names to receive a discounted rate.
If you've negotiated discounted rates with the hotel, be sure to communicate this deadline clearly to your guests. For example, you can include a phrase like, "Be sure to book your room by [date] to receive the discounted rate." This will encourage your guests to make their reservations promptly and ensure they don't miss out on any special rates.
Wedding Website Updates
Creating a wedding website is an excellent way to centralize all the information your guests need. Be sure to include details about travel and accommodations on your website, along with any relevant deadlines. Keep your website updated throughout the planning process, especially if there are any changes or upcoming deadlines for hotel bookings. This will reduce the number of individual inquiries you receive from guests.
RSVP Deadlines
Setting an RSVP deadline is crucial for getting an accurate headcount for your big day. Typically, this deadline is set for about three to four weeks before the wedding. This timeframe allows you to provide the final headcount to your caterer and finalize your seating arrangements. If you're including RSVP cards with your invitations, be sure to specify the reply-by date, which should be at least three weeks before the wedding.
In summary, effective communication about deadlines is essential for a smooth wedding planning process. By providing clear information about hotel suggestions and RSVP dates, you can help your guests make their travel arrangements without confusion or delay.
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Wedding website
Home
Welcome! We're so glad you're here. We're thrilled to be celebrating our special day with you and hope you find everything you need on this site.
About
Get to know us a little better before the big day! Click here to learn more about how we met, our proposal story, and what we're most looking forward to as a married couple.
Details
You will find all the information you need for the wedding day here, including the date, time, and location. We will also include any other relevant details closer to the date, such as the weather forecast and things to do in the area.
Travel and Accommodations
We have reserved a block of rooms at [name of hotel] in [city]. Please call [hotel phone number] to make your reservation and mention our names to receive a discounted rate. You can find more information about travel and other hotel recommendations on our FAQ page.
RSVP
Please RSVP by [date]. You can do so by clicking the link below or by giving us a call. We can't wait to hear your response!
Gallery
Take a look at some of our favourite photos from over the years. We can't wait to capture more memories on our wedding day and add them to this gallery!
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Map and directions
If your wedding venue is in a rural location or an area with poor signal, it's a good idea to include a map and directions with your invitations. This will ensure your guests can find the venue without getting lost or relying on their phones.
You could include a whimsical hand-painted map to your ceremony venue, or a custom weekend map for your guests to keep as a memento. If you're having a destination wedding, be sure to include plenty of print information to help your guests navigate.
For a formal wedding, write out the full address, including the city and state. For a casual wedding, you can use numerals for the address. If the ceremony and reception are at the same location, you can simply write, "Reception to follow" or "Dinner and dancing to follow." If the reception is at a different location, include the full address on a separate card.
If your wedding spans a whole weekend and includes multiple events, you might want to include a full itinerary for your guests. This could include welcome drinks, an after-party, a day-after brunch, and so on. It's also helpful to include hotel recommendations and transportation locations and times.
Be sure to choose a legible font for your map and directions, and consider including this information on your wedding website as a backup.
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Frequently asked questions
It is recommended to include hotel suggestions on a separate insert or card with the same motif as the invitation. This can be included with the save-the-date or the invitation. It is also a good idea to include this information on your wedding website.
The card should include the hotel name, city, contact details, and any important dates or deadlines. You can also mention that a discounted rate is available.
You can use a free service like Wedding Hotel Blocks to find the best rooms and prices for your guests.
