Most weddings have out of town guests. Where will your guests stay? If your wedding reception is at a hotel, the simple answer would probably be at the same location. Do not assume that the hotel will automatically set up a block of rooms. Be sure to inquire about how to get that organized.
Keep in mind that the hotel where your reception is at may be out of some of your guests’ price range. Is there another hotel in the area where you can get an additional block of rooms at a more cost effective rate? And vice-versa, is there a higher quality hotel in town that more of your guests would prefer staying at? Additional blocks may be set up at venues other than your reception site. This logic also holds true if your reception site is not a hotel. Giving your guests several options in the area allows them make the decision as to where they will stay for the wedding weekend.
Do not be afraid to ask for a discount on guest rooms for your wedding. Hotels may also have other helpful tools for you and your guests such as online booking and online tools for you to see who has booked as well. See what the hotel may offer for your guests to determine which ones you really want to recommend to your favorite people.
Look at the contract and ask questions. It never hurts to ask what a clause in a contract will mean for you and/or your guests. The last thing you want to worry about is unexpected charges on your wedding day.
Many times couples will put together welcome bags for the out of town guests. Will this hotel allow you to bring in the gift bags and hand them out for you? Can they store them over the weekend so that you don’t have to come by all weekend with another arm full of goodie bags. What do they recommend you put in the gift bags? Is there a charge for them to hand out or deliver the gift bags?
Another item to consider is if the hotel is kid friendly. Do you have a lot of families coming in to celebrate? Will there be a pool for the kids? Will there be enough beds for bigger families? Are cribs available for those with little ones? Some hotels are just not kid-friendly and if you know there are families attending, you may want to let your guests know which ones are best for families. The same may hold true for pets if you have people traveling with man’s best friend.
Once the block has been established, be sure to ask how your guests should make their reservations. Will there be a special number to call? Will there be a group code or a special name to ask for? If they book online, how do they find the discounted rate? Is there a link to that rate that you can send out in an email or add to your wedding page?
Having this taken care of and out of the way at about one year in advance or as soon as possible is probably your best route. Once the block is ready, it is then up to your guests to take the next step and make the reservations while your work is pretty much done!
by DanielleRice
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