Hotel Information On Wedding Invites: The Right Placement

When it comes to wedding planning, there are many details to consider, and one of them is how to communicate hotel information to your guests. The wedding invitation is a crucial touchpoint with your guests and should include essential information such as the date, time, and location of the ceremony and reception. But what about hotel details?

If you're having a destination wedding or expecting many out-of-town guests, it's considerate to include hotel information. This can be done in a few ways:

- Include it on the save-the-date cards if possible, especially if you have already booked a room block.

- Provide a separate accommodations card with the invitation. This card should include the hotel name, address, contact information, and any special rates or booking instructions.

- Refer to your wedding website on the invitation, where guests can find more information about travel and 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 stay.

It's important to keep the wording concise and clear, providing guests with the necessary information without overwhelming them with details. Additionally, be sure to update your wedding website regularly with any changes or deadlines regarding accommodations.

Hotel room block information: Include the hotel name, city, and booking details

When it comes to wedding planning, reserving a block of hotel rooms for out-of-town guests is a thoughtful gesture that ensures they have a comfortable stay. Here are some tips for including hotel room block information in your wedding invitations:

Hotel Room Block Information:

It is essential to communicate the hotel room block details clearly so that your guests can make their reservations without confusion. Here is some key information to include:

• Hotel Name: Provide the name of the hotel where the room block is reserved. This helps guests easily identify and locate the hotel.
• City: Mention the city where the hotel is located. This is especially important if your wedding is in an area with multiple hotels of the same name or if guests need to know the city for travel arrangements.
• Booking Details: Explain the process for booking a room within the blocked group. Here are some elements to include:
• Reservation Method: Inform guests whether they should call the hotel or book online. Provide the phone number or website URL, depending on the reservation method.
• Discounted Rate: If you have negotiated a special rate for your guests, let them know. They can mention your wedding or use a special code to receive the discounted rate.
• Booking Deadline: Encourage guests to book their rooms by a specific date to ensure they receive the discounted rate and to help the hotel plan their availability.

Sample Wording:

"For your convenience and comfort, we have reserved a block of rooms at [Hotel Name] in [City]. To take advantage of the discounted rate, please call the hotel at [Phone Number] and mention the [Your Last Names] wedding. Be sure to book your room by [Date] to secure this special rate."

You can also include additional details, such as the room types available, transportation options provided by the hotel, or any other amenities that guests may appreciate. Remember to keep the wording concise and clear to make it easy for your guests to understand and take the necessary actions.

Recommended hotels: List alternatives with varying price points

When it comes to wedding invitations, it's important to provide your guests with clear and detailed information, especially if they're travelling from out of town. Here are some tips for listing recommended hotels with varying price points:

• Provide a range of options: Offer a selection of hotels at different price points to accommodate different budgets. Include a mix of luxury, mid-range, and budget-friendly options to ensure all your guests can find something suitable.
• Consider group rates: Contact hotels to inquire about group rates for wedding guests. Many hotels offer discounted rates for blocks of rooms reserved for a specific event. This can help make the accommodation more affordable for your guests.
• Include relevant information: Provide details such as the name and address of each hotel, contact information, and reservation instructions. You may also want to mention any special rates or discounts that your guests can access by referencing your wedding.
• Vary locations: If your wedding venue is in an area with diverse neighbourhoods, consider recommending hotels in multiple locations. This allows guests to choose an area that suits their preferences and budget. For example, hotels in the city centre may be more expensive, while options in suburban areas could be more affordable.
• Suggest alternative accommodations: In addition to hotels, you can suggest alternative accommodations such as bed and breakfasts, Airbnbs, or vacation rentals. This provides guests with even more options to find something that fits their needs and budget.
• Create a wedding website: Consider creating a wedding website where you can include all the hotel and accommodation information. This allows you to provide more detailed descriptions, photos, and direct links to the hotels' websites. You can then include the website URL on your invitation, saving space while still providing all the necessary information.

• "We have secured a block of rooms at Hotel Luxe for guests who prefer luxury accommodations. For more affordable options, we suggest Hotel Comfort or Bed & Breakfast Charm."
• "A range of hotels are available near the wedding venue, including the upscale Suite Views, the mid-range Relax Inn, and the budget-friendly Cozy Motel."
• "For guests seeking a unique experience, we recommend the historic Manor House. For more standard accommodations, Hotel Chain and Motel Friendly offer comfortable stays."
• "If you're looking for a splurge, Vineyard Resort offers luxurious rooms with stunning views. Alternatively, Country Inn and Budget Stay provide more economical options."

Remember to include clear instructions on how to book and any relevant deadlines to ensure your guests can secure their accommodations without hassle.

Travel information: Share airport and hotel locations, especially for destination weddings

When it comes to destination weddings, it's important to give your guests plenty of notice so they can prepare. This includes sharing travel information on your save-the-dates, such as where the airport and hotels are located. This will help them avoid late booking costs. You can also add this information to your wedding website.

If you're hosting a destination wedding or an event where most guests will be travelling, it's a good idea to book your hotel room blocks as soon as possible. If you have this information before sending out your save-the-dates, be sure to include it. The sooner your guests book their rooms, the better.

Provide a separate wedding accommodation card that matches the motif of your invitations. This insert should be separate from reply, directions, or reception cards, and include the header "Accommodations". 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 a discounted rate. Please call [hotel's phone number] to book your stay.

Be sure to clearly state any important dates or deadlines for booking.

You can also refer your guests to your wedding website, where you can include hotel room block information. It's important to keep your website updated so guests can access the details they need at any time.

If you're planning pre- or post-wedding events, you can include these details in your invitation wording or direct guests to your wedding website for more information.

Website details: Provide a link to your wedding website for more info

When it comes to wedding invitations, it's important to provide clear and concise information for your guests, especially if they're travelling from out of town. A wedding website is a great way to centralise all the details your guests will need, and you can include the link to this website on your invitations. Here are some tips for providing website details and ensuring your guests have all the information they need:

Creating a wedding website is a convenient way to keep all your wedding information in one place. It's a central hub that your guests can refer to at any time, and it can be easily updated with any changes or additions. Be sure to include the link to your wedding website on your invitations. You can include it on a separate insert or on an "Accommodations" card. Here's an example of what to write:

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

This approach ensures that your guests have easy access to all the details they need, including hotel information, travel recommendations, and important dates or deadlines.

Keep your website updated

It's essential to keep your wedding website current and personalised throughout the planning process. If there are any changes or updates to hotel bookings, room blocks, or deadlines, be sure to reflect them on the website. This will not only help your guests stay informed but also reduce the number of questions or calls you receive from guests seeking clarification.

Sample wording for small inserts

The small enclosure cards included with your invitations should be concise and focus on the most crucial information. You can direct guests to your wedding website for further details. Here's an example of what to include:

"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 [your names] wedding. For more information, please visit our website: [website address]"

Sample wording for larger room block insert cards

If you have more space on your insert cards, you can include additional details and even incorporate some design elements and fonts. Here's an example:

"A block of rooms has been reserved at [Hotel Name]. To secure the group rate, please make your reservations by [date]. Reservations Number: [telephone number] [Hotel Website] [Hotel address]. Please use the special rate code: [group code provided by the hotel]"

Remember, the key is to provide clear and concise information, either directly on the invitation or by directing guests to your wedding website, where they can find more detailed information.

Deadlines: Encourage guests to book by a certain date to get a discount

When it comes to wedding invitation etiquette, it's important to provide clear and concise information to your guests, especially regarding accommodation and deadlines. Here are some tips and suggestions for encouraging guests to book their hotel stays by a certain date to take advantage of discounted rates:

Include Deadlines on Accommodation Cards:

Provide separate accommodation cards with your wedding invitations or include them as inserts. On these cards, mention the deadline by which guests need to book their hotel rooms to receive a special rate. Here's an example:

"Accommodations: A block of rooms has been reserved at [Hotel Name]. Please make your reservations by [Date] to secure the discounted rate. You can book by calling [Hotel Phone Number] and mentioning the [Your Last Name] wedding."

Website and RSVP Card Details:

In addition to the accommodation cards, you can also include your wedding website link and RSVP cards. On your website, provide further details about the hotel, the discounted rate, and the deadline. You can also encourage guests to RSVP by a certain date to secure their rooms. Here's an example:

"To take advantage of our special room rate, please book your stay at [Hotel Name] by visiting our website or calling the hotel directly. Be sure to mention our wedding and reserve your room by [Date]."

Save-the-Date Information:

If you have the hotel information available when sending out your save-the-dates, it's a good idea to include it. This gives your guests ample time to plan their travels and take advantage of the discounted rate. Here's an example:

"We're thrilled to have you join us on our special day! For your convenience, we've reserved a block of rooms at [Hotel Name]. To receive a discounted rate, please book your stay by [Date]. More information can be found on our wedding website: [Website Address]."

Emphasize the Benefits:

When providing information about the hotel and deadline, emphasize the benefits of booking by the specified date. For example:

"We have secured a limited number of rooms at a special rate for our guests. To ensure you receive this rate, please book your stay at [Hotel Name] by [Date]. You can make reservations by calling [Hotel Phone Number] and mentioning our wedding."

Provide All Necessary Details:

When informing your guests about the hotel and deadline, be sure to include all the necessary details such as the hotel name, address, phone number, and any special instructions for receiving the discounted rate. Here's an example:

"Accommodations: We are pleased to offer a discounted room rate for our guests at [Hotel Name] located at [Hotel Address]. To receive this special rate, please book your room by [Date] and mention the [Your Last Name] wedding when making your reservation."

By providing clear and timely information about hotel accommodations and deadlines, you can help ensure that your guests have a smooth planning experience and take advantage of any discounted rates offered.

Frequently asked questions