Rhiannon Hendricks
Planning a wedding is an exciting time, but it can also be stressful, especially when it comes to accommodating out-of-town guests. Whether your wedding is a destination event or you simply have loved ones travelling from afar, it's important to make them feel comfortable and appreciated. From sending invitations with plenty of notice to creating a helpful wedding website, there are many ways to ensure your out-of-town guests have a memorable experience.
| Characteristics | Values |
|---|---|
| Definition | "If you are staying at a hotel or another hotel for the wedding, you are considered an out-of-town guest." |
| Cost for guests | $620-2,350, with room to spend more or less |
| Cost for hosts | N/A |
| Invitations | Send 3 months in advance, including location, time, hotel/parking accommodations, and a map |
| Save the date | Include a list of local hotels with phone numbers and websites |
| Wedding website | Include location, time and date, how to get to the venue, hotels, registry information, things to do in the area, and an RSVP section |
| Transport | Provide transport to and from the venue, or list precise departure times and locations if you've arranged transport |
| Hotels | Suggest possible hotels, or book a room block at one or more area hotels |
| Gifts | Leave a 'thank you' gift in their room, such as a fruit basket, bottle of champagne, or a handwritten note |
| Activities | Provide a list of local spots, including coffee shops, salons, restaurants, shops, and unique local landmarks or attractions |
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What You'll Learn
Send invitations and ''save the dates' early
It is important to give your out-of-town guests a heads-up about your wedding date as early as possible. This will allow them to plan their travel and accommodation, which can be costly and time-consuming. Sending out invitations and save-the-dates early is a simple way to show your guests that you appreciate their effort and are excited to celebrate with them. Here are some tips to consider:
Send "Save the Dates"
Sending a "save the date" card to all your guests, including out-of-towners, is a thoughtful way to give them a heads-up. This will allow them to block their calendars and make any necessary travel arrangements. Include the URL for your wedding website on the "save the date" card, so guests can easily access all the information they need.
Create a Wedding Website
A wedding website is a perfect way to provide your guests with all the necessary details about your big day. Include information such as the location, time, date, and address of the ceremony and reception venue. You can also suggest nearby hotels, restaurants, and attractions to make their trip planning easier. Some websites even allow guests to RSVP online, making it more convenient for them and helping you keep track of attendance.
Send Invitations Early
While invitations are typically sent 6-8 weeks in advance, it is considerate to send them out three months before the wedding if you have many out-of-town guests. This gives them ample time to plan their travel and accommodation. Include the exact location, time, hotel or parking accommodations, and a map if needed. You may also want to include a list of local attractions and suggestions for things to do during their stay.
Block Hotel Rooms
To make travel planning even easier, consider blocking out a certain number of hotel rooms at one or more hotels. This ensures that rooms are available for your guests, and they may even receive a discounted rate. Provide guests with the hotel name, address, phone number, website, and any booking discount codes.
Assign a Point Person
Lastly, consider assigning a point person for out-of-town guests to contact if they have any issues or delays during their travels. This could be a coordinator, wedding party member, family member, or friend who can assist with any last-minute hiccups while you focus on enjoying your special day.
By sending invitations and save-the-dates early, along with providing helpful information and resources, you can make your out-of-town guests feel welcomed and appreciated.
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Provide a list of local hotels
When it comes to your wedding, you want to ensure your guests feel welcomed and appreciated. This is especially true for out-of-town guests, who have taken the time and money to travel to your special day. Here is a list of local hotels you can recommend to ensure your guests have comfortable and convenient accommodation:
Hotel Name 1
Hotel Name 1 is a great option for your guests as it is located just a short walk/drive from the wedding venue. The hotel offers comfortable rooms with all the essential amenities, including cable TV and internet access. They also provide an airport shuttle service, which can be very convenient for your out-of-town guests. Inquire about booking a room block to reserve a set of rooms for your guests, which may come at a discounted rate.
Hotel Name 2
Hotel Name 2 is another excellent choice, situated within a ten-mile radius of the wedding venue. This hotel boasts spacious rooms, some with beautiful views of the surrounding area. They offer a variety of amenities, including a swimming pool and fitness centre, and may even provide transportation to and from the wedding venue if a certain number of rooms are booked. Be sure to ask about their group rates and availability.
Hotel Name 3
Hotel Name 3 is conveniently located near local attractions and restaurants, providing your guests with plenty of options during their downtime. The hotel offers comfortable accommodations with essential amenities, and they may even provide welcome bags for your guests upon request. Inquire about their room block options and any potential discounts for your group.
Hotel Name 4
Hotel Name 4 is a lovely choice for guests who appreciate a more intimate setting. While a bit further from the venue, they offer a shuttle service that can transport your guests to and from the wedding with ease. The hotel provides comfortable rooms and a delicious complimentary breakfast. Be sure to ask about their group booking options and any potential discounts.
Remember to include all the necessary information about these hotels on your wedding website, including room rates, contact details, and any special instructions for booking. You may also want to provide a mix of options at different price points to cater to various budgets.
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Suggest local restaurants and attractions
It is important to suggest local restaurants and attractions to out-of-town guests to make them feel welcomed and appreciated. Here are some ideas to consider:
Firstly, create a wedding website that includes all the necessary information for your guests. This can include an itinerary of the wedding events, local attractions, and a list of restaurants and activities. You can also include descriptions of each restaurant, such as whether it is known for its seafood or if it is a favourite spot of yours, adding a personal touch.
Secondly, about a month before the wedding, contact your local Chamber of Commerce and ask them to send brochures of area attractions to your visiting guests. This will allow them to plan their activities and explore the local offerings during their stay.
Thirdly, provide a mix of suggestions catering to different interests and age groups. Include outdoor activities, shopping options, historical sites, and anything else that holds a special meaning for you and your partner. For example, if there is a local art gallery or museum that you both enjoy, suggest that as an attraction for your guests to visit.
Additionally, consider recommending coffee shops, salons, and restaurants that are your personal favourites or hold a special significance. This adds a thoughtful touch and helps your guests feel more connected to you and the local area.
Finally, it is a thoughtful gesture to arrange a hospitality room at the hotel, stocked with snacks, beverages, and even locally-made treats. This creates a welcoming atmosphere and provides a space for your out-of-town guests to relax and socialise before the wedding festivities.
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Book hotel rooms or room blocks
Booking hotel rooms or room blocks for your out-of-town wedding guests is a considerate gesture. It ensures your guests have a convenient and discounted place to stay, and it can make wedding planning and transportation easier. Here are some tips to help you with this process:
Estimate the number of rooms needed:
To determine how many rooms to block, divide the number of out-of-town guests by two to estimate the number of households. Then, multiply that number by the percentage of guests you expect to book a room. For example, for a local wedding, 80% of guests may book a room, while for a destination wedding, this number may be 100%.
Timing:
Reserve your hotel room blocks as early as possible, ideally 3-8 months in advance. If your wedding coincides with a holiday, local event, or convention, book at least 10-12 months ahead. It is beneficial to have the rooms booked before sending out save-the-dates, traditionally done eight months before the wedding.
Location and convenience:
Try to choose hotels that are within a 30-minute drive or walking distance from the venue. Consider the check-in time of the hotels to ensure it doesn't conflict with the wedding start time, and ask about early check-in options.
Variety and budget:
If there are enough guests requiring accommodations, offer a variety of hotels at various rates to suit different budgets and preferences. A difference of $40 to $50 in rates is recommended, especially if one of the hotels costs over $200 per night.
Courtesy room blocks:
Some hotels offer courtesy room blocks, which means you have no financial obligation to fill the rooms. This option provides flexibility, but not all hotels provide this, and you may score a better deal by booking a larger number of rooms at a single hotel.
Provide guests with information:
Create a wedding website to share all the relevant information, including hotel suggestions, transportation options, nearby attractions, and restaurant recommendations. You can also include the hotel information on your save-the-date and invitations.
Gifts and acknowledgments:
Consider leaving a small gift or handwritten note in your guests' hotel rooms as a token of appreciation. During the wedding speeches, individually acknowledge your out-of-town guests and thank them for their effort in joining you on your special day.
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Create a wedding website
Creating a wedding website is a great way to ensure your guests have all the information they need for your big day, especially if many of them are travelling from out of town. There are several free website builders available, such as Zola and The Knot, which offer customizable templates that can be tailored to your wedding theme and colour scheme.
When creating your wedding website, it's important to include all the necessary information your guests will need to plan their trip. This includes the exact location of the wedding venue, as well as nearby hotels or accommodation options, and transportation details. It's also a good idea to include a map, parking information, and suggestions for things to do and places to eat in the area. If you have guests travelling from out of town, they may appreciate a longer lead time, so be sure to send out your invitations and create your wedding website well in advance of the wedding.
Your wedding website can also include personal touches, such as your engagement story, photos, and information about the bridal party. You can also use your website to collect RSVPs, manage your gift registry, and include any other important details about your wedding day.
To make your guests feel extra welcomed, consider including a personal note on your website, specifically acknowledging your out-of-town guests. This is a great way to show your appreciation for their efforts in travelling to your wedding. Additionally, if cost is not a concern, you may want to consider providing some form of transportation for your out-of-town guests, whether it's a shuttle service or discounted taxi rates.
Overall, creating a wedding website is a simple and effective way to ensure your guests have all the information they need and to make the wedding planning process easier for both you and your guests.
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Frequently asked questions
It is recommended that you send out invitations to your out-of-town wedding guests around three months before the wedding. This will give them enough time to plan their trip and make any necessary arrangements.
The invitations should include the exact location, time, any hotel or parking accommodations. You can also include a map and information on nearby hotels and attractions.
There are several ways to make your out-of-town wedding guests feel welcomed. You can create a wedding website with all the necessary information, such as the location, time, and date, as well as suggestions for local attractions and restaurants. You can also provide a welcome gift basket in their hotel room or send a personalised thank-you note after the wedding, expressing your appreciation for their presence.
Yes, it is generally understood that out-of-town wedding guests will incur higher costs due to travel and accommodation expenses. These costs can vary depending on the distance travelled and the duration of their stay. It is considerate to acknowledge their effort and expenses during your wedding speech.
You can assist your out-of-town guests by suggesting nearby hotels and blocking out a certain number of rooms for them. Additionally, you can provide transportation options, such as arranging a shuttle or sharing information on taxi services and car rental companies.
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