Hotel Wedding Invites: Grouping And Placement Ideas

When it comes to wedding planning, one important aspect is the wedding invitation. It sets the tone for the event and provides guests with essential information. If you're hosting a destination wedding or expecting most guests to travel, it's crucial to reserve hotel room blocks early and include this information in your save-the-dates or invitations. You can provide a separate accommodations card with clear booking instructions and deadlines. Alternatively, you can direct guests to your wedding website, which should be updated regularly with hotel details. Some couples include hotel block information on their save-the-dates, while others opt for inserts or cards within the invitation suite. This ensures guests have easy access to accommodation options and can plan their trip accordingly.

Save-the-date cards

Timing:

It is recommended to send out save-the-date cards six to eight months before the wedding, or even earlier (8-12 months) if you're planning a destination wedding or getting married during peak travel season. Sending them out early gives your guests, especially those travelling from out of town, enough time to make travel and accommodation arrangements.

Who to Send Them to:

What to Include:

In addition to the date and location of the wedding, you can include the following:

• Names of the couple getting married
• A wedding website or social media page where guests can find more information
• The city and state of the wedding venue
• An indication that a formal invitation will follow
• Travel and accommodation information, including hotel room block details and transportation options
• Your wedding hashtag, if you have one

Design and Wording:

Remember, save-the-date cards are just a precursor to the formal wedding invitations, so you don't need to include every detail. Keep it simple, but provide enough information to help your guests plan their attendance.

Separate wedding accommodation cards

If you are having a destination wedding or expecting most of your guests to travel, it is a thoughtful gesture to reserve a block of hotel rooms for them. This ensures they get the best prices and don't have to worry about missing out due to other events in the area.

Once you have the details of your hotel room block, you can communicate this to your guests in a few ways:

• Include it on the save-the-date cards if possible. The earlier your guests can book their rooms, the better.
• Provide a separate wedding accommodation card along with your invitation or save-the-date. This card should match the motif of your other stationery and include the header "Accommodations". Keep the wording concise, providing essential information such as the hotel name and phone number, along with instructions to mention your wedding for a discounted rate. You can also include important dates or deadlines.
• Refer to your wedding website on the accommodation card or a separate insert. Include all hotel and booking information on your website and keep it updated with any changes or deadlines.

> 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 book your room by [date].

Additional Tips:

• If your wedding is in an unfamiliar location, it is helpful to recommend a few hotel options to your guests.
• If you are covering your guests' accommodations, it is proper etiquette to indicate this on the accommodation card.
• If you are including other enclosure cards with your invitation, such as response cards, direction cards, or reception cards, the accommodation card should be separate from these.

Wedding website links

Wedding websites are a great way to provide your guests with all the information they need to know about your wedding, including hotel accommodation details. Here are some tips for including wedding website links when communicating hotel grouping information to your wedding guests:

Include the Link on a Separate Insert

Provide your guests with a separate insert card that includes all the necessary hotel grouping information. This card should match the motif of your invitations and have a clear header such as "Accommodations" or "Hotel Information". On this card, you can include a brief description of the hotel arrangements and direct guests to your wedding website for more details. For example, you can write:

> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. More information about travel and accommodations can be found on our wedding website: [website address].

Keep Your Website Updated

It is important to ensure that your wedding website is regularly updated with the latest information. This includes any changes or updates to the hotel arrangements, such as upcoming deadlines or special instructions for booking. By keeping your website updated, you can prevent guests from having to call you with questions and ensure they have easy access to the information they need.

Include the Link on Save-the-Dates

If you have the hotel grouping information finalised before sending out your save-the-dates, it is a good idea to include this information, along with your wedding website link. This is especially useful if you are hosting a destination wedding or expecting a large number of out-of-town guests. You can include a brief description, such as:

> A block of rooms has been reserved at [name of hotel]. Please visit our wedding website for more information: [website address].

Direct Guests to RSVP on the Website

If you are using an online RSVP system, you can direct your guests to RSVP through your wedding website. This can simplify the process for both you and your guests. However, it is important to consider that older generations may not be comfortable using a computer, so you may need to provide an alternative option for them, such as a response card included with the invitation.

Provide Detailed Information on the Website

Use your wedding website to provide guests with comprehensive information about the hotel arrangements. This can include room rates, reservation deadlines, transportation options, and any special instructions for booking. You can also include a frequently asked questions (FAQ) section to address common queries. By providing detailed information, you can reduce the number of individual queries you receive and make it easier for your guests to find the information they need.

Hotel room block booking

Determine the number of rooms and blocks needed:

Firstly, you should estimate the number of rooms required by considering how many out-of-town guests will need accommodation. You can do this by dividing the number of attending guests by two to estimate the number of households and then multiplying this number by the percentage of guests likely to book a room. For example, if you have 150 guests and 50 are from out of town, you would divide 50 by two, resulting in 25 households. Then, multiply this by 80% (the estimated percentage of out-of-town guests booking a room) to get a final answer of 20 potential hotel rooms.

Once you know the number of rooms, you can decide on the number of blocks to book. Block sizes vary, but they typically range from 10 to 30 rooms, with larger hotels offering larger blocks.

Shop around for the best rates:

Call or contact multiple hotels in the area (three to five is a good number) to find the lowest rate. Rates can vary significantly depending on the size of the hotel, other bookings, and local events or conventions. Be mindful of when a quoted rate is set to expire, as it may increase after a certain period.

Be clear on the agreement:

It is recommended to go for a "courtesy block" if possible. This means you won't be financially liable for any unfilled rooms in the block. After a certain date, the hotel will release these rooms and make them available to other guests. If you request a number of rooms that exceed the hotel's standard block size, they may ask you to agree to an attrition rate, where you will be charged for any rooms up to a certain percentage that remain unfilled.

Communicate the information to your guests:

Once you have secured your hotel room block, add this information to your wedding website. If you are sending paper invitations, include the details on a separate accommodations card that matches the motif of your invitations. Here is an example of the wording:

> "For your convenience, a block of rooms has been reserved at [hotel name] 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) by [date] to ensure availability."

You can also include your wedding website link on a separate insert card with your invitations, where guests can find more information about travel and accommodations.

Booking tips:

• Book as early as possible, ideally as soon as you have confirmed your wedding date and venue.
• Be strategic about the location of the hotel(s) – choose options that are close to your wedding venue or, at most, a 15-20 minute drive away.
• Negotiate for the best rates and be open about your preferences and requirements.
• Ask about perks or concessions, such as an upgraded suite or discounted rates for auxiliary events.
• Provide a range of options to suit different budgets, especially if you are booking more than one block.

By following these steps and tips, you can ensure that your guests have a comfortable and convenient experience during your wedding celebrations.

RSVP cards

Customisation Options:

Cost-Effectiveness:

Wedding invitations with RSVP cards can be more cost-effective than traditional invitation suites. By combining the invitation, RSVP card, and other inserts into a single piece, you can reduce printing, assembly, and postage costs. This makes it easier for your guests to keep track of information and return their responses promptly.

Eco-Friendliness:

Wedding invitations with RSVP cards can also be more eco-friendly. They often require less paper and fewer envelopes, reducing the environmental impact of your wedding. This option not only saves you money but also allows you to incorporate sustainable practices into your special day.

Unique Design Options:

Time-Saving:

Finally, RSVP cards save time during the invitation assembly process. With less stuffing and addressing of multiple envelopes, you can streamline the process and focus on other wedding preparations.

In conclusion, including RSVP cards with your wedding invitations offers numerous benefits. They provide essential information for planning, save costs, reduce paper waste, allow for creative designs, and streamline the invitation process. By customising your RSVP cards, you can ensure a smooth and well-organised wedding planning journey.

Frequently asked questions