Wedding Invitation Etiquette: Hotel Information Card Content

Wedding invitation suites can be a major undertaking, and it's important to ensure that guests have all the information they need. One key component is the hotel information card, which is especially important for destination weddings or weddings where most guests are travelling. This card should be separate from the reply, directions, or reception cards, and include the header Accommodations. It should provide guests with all the necessary travel information, such as hotel recommendations, special wedding rates, and transport details. It should also include key details such as the hotel name, address, phone number, reservation deadline, and any group codes or room blocks.

Hotel name, address, contact details, and booking instructions

Hotel Name, Address, and Contact Details

The name, address, and contact details of the hotel are essential pieces of information for your guests. Here is an example of how you can format this:

"A block of rooms has been reserved at [Hotel Name] at [Hotel Address, including City, State/Province, and Postal Code]. To secure special rates, please reference the [Your Last Names] wedding when booking."

Booking Instructions

It is important to provide clear booking instructions for your guests, including any important dates or deadlines. Here is an example:

"Please call the hotel at [Hotel Phone Number] to make your reservation. Be sure to book your room by [Date] to receive the discounted rate."

If there is a specific group code or room block that guests need to mention when booking, be sure to include this information as well. Additionally, if a shuttle or other transportation is provided from the hotel to the wedding venue, you can include those details here.

Additional Information

You may also want to include other relevant information, such as parking arrangements at the hotel, nearby attractions or activities, or any special instructions for guests staying at the hotel. Remember to keep the information concise and well-organised for your guests' convenience.

Reservation deadline and special rates

When it comes to reservation deadlines and special rates, there are a few key things to keep in mind for your hotel information card. Firstly, it's important to reserve a hotel room block for your out-of-town guests. This ensures they can book their accommodation at a discounted rate and makes their experience more convenient and affordable. It's best to book these room blocks as early as possible, ideally shortly after you've booked your wedding venue.

When communicating this information to your guests, it's recommended to include a separate insert or card with your wedding invitations. This card should be short and sweet, providing essential details without overwhelming your guests with information. Here's an example of what to include:

> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. To receive a discounted rate, please mention the [bride/groom's last name] wedding when booking. The hotel can be contacted at [phone number]. Be sure to book your room by [date] to secure the special rate.

It's also a good idea to include this information on your wedding website, along with any updates or changes to the reservation details. This gives your guests easy access to the information and reduces the number of questions you may receive.

• If there are multiple hotels involved in the room block, provide a list of all the hotels along with their addresses and contact information.
• If a shuttle service is provided between the hotel and the wedding venue, be sure to mention this on the card.
• Keep the design of the insert card consistent with the motif of your wedding invitations.
• If you have a large number of out-of-town guests who may not be tech-savvy, consider including the room block details on a separate card rather than just on your wedding website.

Transport information

We will be providing transport to and from the ceremony and reception venues. We recommend that you use this service, as parking is limited at both venues. The transport will be provided by [company name], and the pick-up and drop-off points will be [location]. The pick-up times are [time] and [time], and the return journey will depart at [time].

If you are travelling from out of town, we have reserved a block of rooms at [hotel name] in [city]. Please call [hotel phone number] to make your reservation, mentioning the [your last names] wedding to receive a discounted rate. Please book your room by [date] to take advantage of this offer.

For more information about travel and accommodation, please visit our wedding website: [website address]. Here, you will find detailed maps and directions to the venues, as well as parking information and public transport options.

Please arrive by [time] to be seated for the ceremony, which will begin at [time] prompt. The celebrations will end at midnight, so please arrange your transport home accordingly.

Nearby attractions and activities

The hotel is conveniently located near several attractions and activities. Within walking distance, you'll find yourself in the charming [neighbourhood name], known for its historic architecture and quaint cafes. A short stroll will lead you to [landmark], offering breathtaking views and an ideal backdrop for photos.

For those interested in exploring further, the [city name] has much to offer. Art enthusiasts will appreciate the [museum name] and [art gallery name], both within a 15-minute drive from the hotel. If you're seeking outdoor adventures, [park name] provides a lush escape with walking trails and a picturesque lake. For a taste of local culture, wander through the vibrant [market name], where you can sample delicious street food and browse handmade crafts.

The hotel is also a great starting point for day trips to nearby towns or natural wonders. Consider visiting [town name], known for its picturesque streets and unique boutiques. Alternatively, nature lovers can explore [nature reserve name] with its abundant wildlife and stunning scenery.

No matter your interests, the area surrounding the hotel offers a diverse range of experiences to create memorable moments during your stay.

Other accommodation options

If you have reserved a block of rooms at a hotel, you may want to include a message such as:

> "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 book your room. Be sure to book your room by [date] to receive this discount."

If your wedding is at a popular destination, during peak season, or at a time when accommodation may be limited, it is a good idea to encourage guests to book early. You could say:

> "We recommend you secure your accommodations early, as availability may be limited. To assist you, we've listed some recommended hotels and lodges on our wedding website, along with other useful information."

If you are organising group accommodation, you could include a message such as:

> "We have arranged accommodations for our guests. To secure your room, we kindly request that you make a payment of [total cost] by [payment deadline date]. Please note that your booking is only confirmed upon receipt of your payment by the deadline. We look forward to having you celebrate with us."

If there is accommodation available at your venue, be sure to let your guests know. Provide them with the details of any special rates, as well as instructions on how to book and the appropriate contact details. You can also suggest some nearby alternatives, remembering to consider all price points. For example:

> "Accommodation is available at the New House. Please book directly with them, quoting Smith/Thomas wedding to receive a preferential rate."

Finally, if you have a wedding website with accommodation and travel details, be sure to include the web address on a separate insert card along with your invitation.

Frequently asked questions