Accommodation Card Etiquette For Wedding Invites

Wedding accommodation cards are a thoughtful addition to your wedding invitation suite, especially if you have guests travelling from out of town or are having a destination wedding. They provide guests with all the essential travel information, making it easier for them to attend your wedding. Here's a guide to help you craft the perfect accommodation card for your wedding invites.

Hotel recommendations

If you have guests coming in from out of town, they will appreciate a separate card detailing hotel options and recommendations. This is especially helpful if you've worked with hotels to provide special rates for your guests.

When recommending hotels, it is helpful to give the price range for each option. You can also include the web address, phone number, and physical address of each hotel. If you have reserved blocks of rooms at specific hotels, be sure to mention this, along with any deadlines for making reservations. Here is an example:

"Accommodations: We have reserved blocks of rooms at the following hotels for [date(s)]. Please make your reservations by [date] and refer to the [your names] wedding. [Hotel name], [web address], [phone number], [address]."

If you are recommending a single hotel, you can include more details about why you chose this hotel. Here is an example:

"We have chosen our favourite local inn for your stay, and they are offering special rates for our special day. Please reserve early and be sure to reference the [your names] wedding. [Hotel name], [address], [phone number], [web address], [room rate]."

If you are hosting a destination wedding, it is important to send this information well in advance, so your guests have plenty of time for planning.

Special wedding rates

When it comes to special wedding rates, it's important to communicate clearly with your guests so they know exactly how to book their stay. Here are some tips and suggestions for including special wedding rates on your accommodation card:

Hotel Room Blocks:

It's thoughtful to reserve a block of hotel rooms for your out-of-town guests. This ensures they have a place to stay close to the wedding venue. When booking, consider using a free service like Wedding Hotel Blocks to find the best rooms at the best prices. Be sure to book as early as possible, especially if there are other events happening in the same city that weekend.

Providing Information:

You can include the hotel room block information on your save-the-date cards or wedding invitations. It's recommended to provide these details on a separate insert or card with the header "Accommodations" to give it the attention it deserves. Here's an example of what to include:

> 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] by [date] to make your reservation.

Wedding Website:

In addition to the accommodation card, it's a good idea to include hotel room block information on your wedding website. Include the website link on the accommodation card or a separate insert card. Keep your website updated with any changes or deadlines to prevent guests from calling with questions.

Deadlines and Discounts:

Including a deadline for reservations on your accommodation card is helpful. It creates a sense of urgency and ensures guests don't miss out on the discounted rates. If you have negotiated a special rate for your guests, be sure to mention this and provide any necessary codes or instructions to access the discounted rate.

Multiple Lodging Options:

If you're offering multiple lodging options, it's helpful to provide a price range for each hotel. This allows guests to choose an option that suits their budget.

Contact Information:

In addition to the hotel's name and address, provide the website address, phone number, and any other relevant contact information. This makes it easier for guests to book their stay.

Remember to keep the wording on your accommodation card relatively short and sweet, providing all the necessary information without overwhelming your guests with too many details.

Hotel reservation deadlines

When it comes to hotel reservation deadlines, it's important to give your guests a clear timeframe to ensure they can secure their accommodation without a hitch. Here are some instructive and focused paragraphs to guide you in crafting the accommodation card for your wedding invite:

It is considerate to include a deadline for hotel reservations on your accommodation card. This encourages your guests to secure their rooms promptly and prevents last-minute rushes. A suggested deadline is four to six weeks before the wedding, but you may adjust this based on the demand for rooms in your chosen location. For example, if your wedding is in a popular tourist destination or during a busy season, an earlier deadline is advisable. This ensures your guests don't miss out on accommodation options.

Communicating the Deadline:

When mentioning the deadline on your accommodation card, be concise and direct. You could say, "To ensure you receive the discounted rate, please book your room by [date]." Alternatively, you can phrase it as a suggestion: "We recommend booking your accommodation by [date] to take advantage of our reserved room block." This approach balances politeness with a clear instruction.

Emphasising the Benefits:

When encouraging early bookings, it's beneficial to highlight the advantages. For example, "Booking by [date] guarantees a discounted rate and ensures you secure a room near the wedding venue." This provides a tangible incentive for your guests and could be the nudge they need to reserve their rooms promptly. It also shows that you have their comfort and convenience in mind.

Providing Alternative Options:

If you have guests who are slow to respond or prefer more flexibility, you can suggest a range of alternative accommodation options nearby. These could be other hotels, Airbnbs, or vacation rentals. By doing so, you provide a backup plan for guests who may have missed the reservation deadline or have different preferences. It also demonstrates your thoughtfulness in catering to a range of budgets and tastes.

Keeping Track of Reservations:

To ensure a smooth process, it's a good idea to coordinate with the hotels you've blocked rooms with. Ask them to notify you when your guests make reservations, so you can keep track of the numbers. This helps you monitor the availability of rooms and allows you to step in if there are any issues. It also prevents guests from encountering surprises or disappointments upon arrival.

Updating Information:

It's essential to keep your wedding website and accommodation information up to date. If there are any changes to room availability, rates, or deadlines, be sure to reflect them on your website and inform your guests accordingly. This proactive approach prevents confusion and ensures your guests have access to accurate, timely information.

Hotel contact information

If you have reserved a block of rooms for your wedding guests, it is important to communicate this information clearly so that your guests know exactly how to book. This information can be included on a separate insert or 'accommodations card' that matches the motif of your invitations. Here is some example wording for small insert cards:

> 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 [wedding name] wedding. For more information, please visit our website at [add URL].

> A block of rooms has been reserved under the [wedding name] wedding. [Hotel name and address] A shuttle will be provided from [hotel name] one hour prior to the ceremony and will be available after the reception.

If you have reserved blocks at multiple hotels, you can direct guests to your wedding website for more information:

> Please view our website for more information on accommodations, directions, and maps to the venue: [add URL]

>

> [List of hotel names and addresses]

If you are providing guests with a special rate code, be sure to include this, along with any deadlines for booking:

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

If you are covering your guests' accommodations, it is proper etiquette to indicate that on the accommodation card.

Transport to/from the hotel

If you're hosting your wedding at a hotel, it's important to consider how your guests will get there. Here are some tips and suggestions for including transportation information in your wedding invitation:

• Guest list considerations: Think about how many of your guests are local and may drive themselves, and how many are from out of town and will need transportation. This will help you determine the size and number of vehicles you'll need.
• Timing is key: Work with your transportation vendor to create a schedule that accounts for the distance between the hotel and the venue, as well as how long it will take for guests to get settled. Ideally, guests should arrive at the venue 15-20 minutes before the ceremony or reception begins.
• Provide clear directions: Include a direction card with your invitation, or at least list the directions to the hotel and its address on your wedding website. You can also include a custom weekend map as a keepsake for your guests.
• Consider a shuttle service: If your wedding is in a remote area or a city with limited transportation options, consider providing a shuttle service for your guests. This is especially helpful if your ceremony and reception venues are in different locations.
• Book in advance: Don't leave booking your transportation to the last minute. The majority of wedding transportation is secured 8-12 months in advance, so start planning early to ensure you can get on the vendor's schedule.
• Communicate with your guests: Once you've finalised the transportation details, make sure to communicate the shuttle schedule to your guests. You can include this information on your wedding website or in your invitation suite.
• Offer discount codes: If you're not able to provide transportation for all your guests, consider providing discount codes for rental cars or information about public transportation options.
• Consider special needs: Make your wedding disability-friendly by organising transportation for anyone who might struggle to get to the hotel on their own.
• Be mindful of costs: Transportation can be expensive, so shop around for deals and ask about including freebies or extras in your wedding package. If you're on a tight budget, you can also recruit local friends or family members to carpool with out-of-town guests.

Frequently asked questions